Human Resources Assistant

Salary: $51,667.20 Annually
Location : Gallatin County Courthouse- 311 W. Main St, Bozeman, MT
Job Type: Full-Time
Job Number: 00843
Department: Human Resources
Opening Date: 06/10/2026


POSITION OVERVIEW
Compensation starts at $51,667.20 per year, depending on education, qualifications, and experience.
The HR & Administrative Support Specialist provides technical and administrative support to the Human Resources Department. This position is responsible for clerical and administrative duties, maintaining records and databases, supporting recruitment and onboarding processes, coordinating employee recognition and engagement activities, and providing support for policy development and compliance.

The position serves as the first point of contact at the HR front desk and performs routine clerical support such as answering phones, greeting visitors, filing, processing mail, and assisting employees and the public with routine inquiries. The role also provides assistance with E-Verify, I-9 verification, new employee trainings, and employee communications.

This position reports to the Human Resources Director and does not directly supervise other employees.
Administrative Support

• Manage and maintain personnel activity records, including data entry of employee status changes.
• Enter and verify new positions and new hires in the HRIS system, including I-9 verification, benefits, and payroll deductions; ensure accurate assignment of positions, account strings, and medical/retirement plans.
• Draft, distribute, and track routine correspondence and forms; create and update forms and documents on the intranet.
• Serve as the department's administrative contact and front desk support; greet visitors, answer phones, respond to routine in-person and email inquiries, and manage filing systems.
• Complete employment verifications, Department of Labor statistical reports, and related compliance forms.
• Process invoices, purchase orders, and departmental credit card statements.
• Manage employment contracts through the ERP system.
• Schedule meetings, coordinate logistics, and maintain office supply inventory.
• Process incoming and outgoing departmental mail.
• Lead and coordinate employee recognition and award programs, including milestone anniversaries, service awards, birthdays, and similar initiatives.
• Assist in planning and representing Gallatin County at job fairs, community events, and other recruitment activities.

Technical Support

• Provide user support and resolve routine technical issues related to HR software.
• Support onboarding and offboarding processes for employees, including E-Verify, processing all new hire paperwork, and assisting with new employee trainings. Lead offboarding communications and required actions.
• Maintain weekly "Job Postings at a Glance" communication.
• Maintain content on the HR website and intranet.

Policy and Compliance Support

• Assist with the development, review, and maintenance of HR policies, SOPs, and supervisory guidelines by providing administrative support and input.
• Help ensure accuracy in the County Personnel Policy Manual and related documents by supporting policy updates and revisions.
• Assist with compliance-related procedures (e.g., background checks, records retention, personnel file standards).

Other Duties as Assigned

• Perform other functions as directed, including special projects and training.
• Provide support in the event of a declared emergency or disaster as required by the County.

QUALIFICATIONS

Knowledge of:

• Office operations, equipment, and administrative practices.
• Human Resources processes including recruitment, onboarding, records management, and personnel file standards.
• HR best practices related to employee engagement, recognition, and retention programs.
• Basic policy development and documentation practices, including SOP creation and maintenance of policy manuals.
• Applicable federal and state employment laws, and County policies and procedures.

Skill in:

• Accurate data entry, records management, and file maintenance.
• Front desk operations and clerical support.
• Event coordination and logistics (e.g., employee recognition events, career fairs).
• Drafting, editing, and updating policies, procedures, and guidelines.
• Using applicant tracking systems, HRIS, and training software.
• Communicating effectively both verbally and in writing with diverse audiences.
• Providing excellent customer service to employees, supervisors, elected officials, and the public.

Ability to:

• Manage multiple priorities, respond to changing needs, and maintain flexibility.
• Exercise courtesy, tact, and professionalism with staff, elected officials, and the public.
• Work independently while also collaborating effectively as part of a team.
• Maintain confidentiality and appropriately handle sensitive and confidential information.
• Represent the County professionally at public events such as job fairs and community outreach activities.
• Support the development and implementation of policies, procedures, and guidelines to ensure consistency and compliance.

EDUCATION & EXPERIENCE

REQUIRED EDUCATION AND EXPERIENCE

• One (1) year of post-secondary training or education in business, office administration, human resources, or a related field; and
• Two (2) years of progressively responsible administrative or office support experience.

Desired Education and Experience:

• Experience in a human resource setting.
• Additional post-secondary coursework, training, or certification in human resources, business administration, or a related field.

SUPPLEMENTAL INFORMATION
As a condition of hire, the final candidate will be required to successfully pass a background screening.

For application consideration, the following documents are required to be submitted when you apply online:

• Cover Letter
• Resume
• Three (3) work references

Gallatin County is an equal opportunity employer. All applicants will be considered for employment on the basis of merit and qualifications without regard to race, color, religion, creed, political ideas, sex, sexual orientation, gender identity, age, marital status, national origin, or physical or mental disability.
HEALTH BENEFITS:

• Individual health benefits premium is paid at 100% for full-time employees and pro-rated based on hours worked for part-time employees
• Includes limited vision and dental coverage (Dental is provided by MetLife and includes a dental buy-up option)
• Dependent health benefits premium is offered at very low costs
• Coverage is effective the 1st of the month following 30 days of employment
• Talkspace: In-Network behavioral health support through virtual counseling & psychiatry
• Optional Supplemental Coverage is offered through Mutual of Omaha including Voluntary Accident Policy, Voluntary Critical Illness Policy and Voluntary Life Insurance Policy (also available for dependents)
• FREE unlimited access and care to PMR Clinic East. This is a private Clinic and is available to all employees and family members who are enrolled in our health benefits.

FLEXIBLE SPENDING ACCOUNTS: Optional pre-tax, out-of-pocket medical expenses & day care expenses

COUNTY PAID LIFE INSURANCE: $50,000 Group Life Insurance Policy (eligible employees only) (age reductions apply)


COUNTY PAID LONG TERM DISABLITY INSURANCE: Eligible employees only, benefit duration shortens once a specific age is reached

RETIREMENT:

• County employees are covered by the Public Employee's Retirement System (PERS)
• County Deputies and Detention Officers are covered by the Sheriff's Retirement System (SRS)
• An optional supplemental 457 deferred compensation plan/ROTH is available through Empower and Nationwide

PAID PARENTAL LEAVE:

• Eligible employees are offered a maximum of six weeks (240 hours) of paid parental leave for the bonding and care of a newborn child or adoption of a child

SICK AND VACATION LEAVE:

• Employees accrue 12 sick days and 3 weeks of vacation per year, depending on years of service. (Hours are pro-rated for part-time employees)
• Leave starts accruing on an employee's date of hire and can be used as soon as time is in the books.

HOLIDAYS:

• The County observes 11 legal holidays in even numbered years (Federal Election Day) and 10 legal holidays in odd numbered years.
• A Floating Holiday is available to eligible employees after six months.

HEALTH CLUB MEMBERSHIPS: Discounted rates are offered at participating clubs with payroll deduction.

EMPLOYEE ASSISTANCE PROGRAM:

• Offers a confidential counseling hotline and up to six sessions with a Licensed Professional Counselor at no cost to the employee. This program is also available to dependents.

WORLDWIDE TRAVEL EMERGENCY PROGRAM AND WILL & LEGAL PREPARATION SERVICES:

• Limited 24/7 services anywhere in the world
• Will and limited legal service

TUITION ASSISTANCE:

• The County offers partial reimbursement of qualifying tuition expenses

BILINGUAL PAY:

• Gallatin County allows for bilingual pay to employees that provide translation services to County departments and offices. The bilingual pay allows for extra compensation to employees that provide this service.