Human Resource Office Assistant Jobs (NOW HIRING)

The first review of the required documents will be on July 8, 2026. Please submit the following required documents on the State of Montana Careers website:

• Resume - Please include dates of employment and your supervisor's name/phone number for each position.

• Cover Letter.

• Three Professional References.

If the required documents are not submitted, your application will not be reviewed. When submitting the required documents, you must check the "relevant document" box to ensure your attachments are uploading correctly to the specific application for this position. Documents not requested will not be considered in the recruitment process.

The Department of Public Health and Human Services (DPHHS) is an equal opportunity employer. Women, minorities, and people with disabilities are encouraged to apply.

An employee new to the State of Montana will serve a one-year probationary period. The successful applicant will be subject to a criminal background check, including the Child Protection Services registry.

The listed wage includes the statutory increase effective June 28, 2026.

Why Work for DPHHS:

DPHHS offers a variety of opportunities to help you make a difference in your community and further your career. As a service-oriented employer, DPHHS seeks employees who are passionate about customer service and committed to the mission: Serving Montanans in their communities to improve health, safety, and well-being, and empower independence.

Benefits of working for DPHHS:

• Work/life balance.

• Family-friendly policies.

• Dedicated and caring colleagues.

• Health coverage.

• Retirement plans.

• Paid vacation, sick leave, and holidays (combination of up to 38 per year).

• Opportunities and room for professional growth.

• Public Service Loan Forgiveness - Employment with the State of Montana may qualify you to receive student loan forgiveness under PSLF.

This position may be eligible for partial teleworking within the State of Montana. The supervisor will provide specific conditions, and you must adhere to state policy.

This position is in Helena, MT. Helena exists as a crossroads between past and present, tame and untamed, mountainous wilderness and hometown warmth. It is a place where you can hike for miles without seeing a soul, stroll through the charming downtown, and enjoy breweries with breathtaking views all on the same day. From the early roots of Blackfeet, Salish, Crow, and Bannock tribes who found this land abundant with bison and natural resources, to the four prospectors who struck gold in 1864, Helena is a place rich with history, beauty, and life. Learn more by visiting helenamt.com.

Job Overview:

The Human Resource (HR) Data, Records, and Office Coordinator provides essential support for a wide range of HR and administrative processes and is often the first point of contact for employees, applicants, and visitors reaching out to DPHHS Human Resources. This position works closely with HR staff and other stakeholders to manage HR data and records, coordinate daily office operations, and ensure that people who call, email, or visit the HR office are welcomed, listened to, and quickly connected to the right resources.

Responsibilities include collecting, maintaining, and reporting HR data and records in compliance with rules and regulations; handling and routing information requests and other inquiries to the HR office; coordinating and processing HR expenditures; and ordering and organizing office supplies, furniture, and equipment. The position also supports special projects within the HR team and performs related duties as needed to help the HR office run smoothly and provide excellent customer service.

What You Will Do:

You will be the first impression of DPHHS Human Resources for many employees, applicants, and visitors, whether they walk into the office, call on the phone, or email with questions. In this role, you will:

• Greet and assist visitors at the HR front desk, answer phone calls and emails, and ensure visitors are welcomed, treated respectfully, and directed to the appropriate HR staff or resources.

• Receive, track, and route HR inquiries and information requests, helping employees and supervisors navigate where to go for questions about benefits, leave, classification, recruitment, and other HR services.

• Collect, maintain, and report HR data and records in accordance with applicable rules, regulations, and internal procedures.

• Support HR processes such as recruitment, onboarding/offboarding, and employee relations by preparing materials, updating systems, and assisting HR staff with followup tasks.

• Serve as the primary point of contact for DPHHS background checks, coordinating requests, tracking status, and responding to questions from applicants, employees, supervisors, and external partners.

• Coordinate day-to-day office operations for the HR team, including ordering and organizing office supplies, furniture, and equipment, and helping maintain a professional and efficient work environment.

• Assist with HR projects and process improvements by compiling information, helping create tools or documentation, and participating in implementation as needed.

Knowledge, Skills, and Abilities:

Required for the first day of work:

• Working knowledge of employment law, human resources principles and practices, and a wide range of human resources services.

• Strong prioritization, multi-tasking, and flexibility skills to adapt to change, and manage competing priorities with frequent interruptions, delays, and/or unexpected events.

• Exceptional communication and listening skills with excellent customer service, as well as the ability to build and maintain professional relationships even under stressful circumstances.

• Solution-driven to analyze patterns, identify issues, and recommend improvements when working with people, resources, and/or processes.

• Initiative to work in a self-directed and proactive manner while demonstrating accuracy and thoroughness to ensure quality work output.

• Ability to observe extensive details, as well as to understand, interpret, summarize, and compile information.

• Skills in researching and interpreting technical, legal, and/or ambiguous information.

• Ability to remain neutral under adversarial circumstances, demonstrate discretion, be persuasive, and engender goodwill to influence adherence to effective practices.

• Ability to understand differing roles within the agency structure and to modify approach accordingly. 

Minimum Qualifications

• Associate degree in human resources, business, public administration, journalism, English, psychology, marketing, or other related field.

• Three years of job-related work experience involving HR data and records management, Human Resources Information Systems (HRIS), system troubleshooting, office management, and customer service.

Preferred Qualifications: 

• Experience working with back-office functions, report generation, and system support of the Montana state government's Statewide Accounting, Budgeting, and Human Resources Systems (SABHRS)

• Experience with Montana State Government HR processes, employee relations, performance management, position classification, compensation, recruitment, employment law compliance, labor relations, and other related processes.

• Current State of Montana Classification Certification, or the ability to obtain it within one year of hire.

Other combinations of education and experience that clearly demonstrate the knowledge, skills, and abilities needed for this role may be considered. If you do not have a traditional HR or business degree but have developed comparable skills through work experience, training, or education, you are encouraged to describe that in your application materials.