Administrative Assistant 3

Administrative Assistant 3

Montana State Prison

Deer Lodge, MT

The Montana Department of Corrections (DOC) is creating a safer Montana through accountability, rehabilitation, and empowerment. If you want to work making positive changes in your community, the Montana Department of Corrections is the place for you!

Montana State Prison (MSP) houses more than 1,600 inmates, the majority of whom will return to their communities upon release. By contributing to their care and rehabilitation, you can make a meaningful impact that leads to lower recidivism rates and improved long-term outcomes. We invite dedicated professionals to become part of a team committed to making a difference—both within the facility and in communities across Montana.

MSP offers a wide range of programs and services, including a 24-hour medical facility, educational pathways from high school diplomas to university degrees, and diverse work programs that support skill development and reintegration. With more than $700 million in infrastructure projects underway across MSP and other Department of Corrections facilities, we are entering a new era of modern correctional practices and technology. If you're seeking a fulfilling and impactful career, we encourage you to apply and grow with us.

The Administrative Assistant 3 is the operational heartbeat of the Montana State Prison Infirmary. As the primary support to the Health Services Managers/Director of Nursing, you'll keep the division running smoothly by coordinating critical workflows, managing complex clinical and administrative processes, and serving as a key liaison across medical, security, and external partners. You'll handle high-impact tasks ranging from internal/external scheduling, coordination of medical on-site virtual visits and specialty services, medical records, staff onboarding, student rotations, and scheduling for the entire Health Services Bureau. Your work ensures providers, nurses, patients, and leadership have what they need—accurately, efficiently, and on time.

• Internal/external scheduling, coordination of medical on-site virtual visits and specialty services to medical records
• Manage onboarding, backgrounds, training documentation, and PREA reviews for students, contractors, and visitors.
• Serve as liaison for Iron Mountain medical records and support legal/investigative requests.
• Perform key administrative functions including meeting notes, record-keeping, shredding, coordination, tool counts, and IT support coordination.
• Actively participates in CQI committee.
• Provide backup medical records functions and maintain required logs, correspondence, and statistical reporting.

Qualifications

The knowledge, skills, and abilities for this position are typically acquired through a combination of education and experience equivalent to:

• Associate's degree in Office Administration, Public Administration, Human Resources, or Business Administration.
• 3 years of job-related experience

Alternative combinations of education and experience will be considered on a case-by-case basis.

Benefits

Your service is rewarded with competitive compensation and generous State of Montana Benefits.

State of Montana employment may qualify for student loan forgiveness under the Public Service Loan Forgiveness (PSLF) program.

Application Instructions

Only online applications are accepted. By applying online, you are able to receive updates and monitor the status of your application.

To initiate an application and be considered, you must attach your resume, cover letter, and mark the attachments as a "Relevant File". In your cover letter, state why you are applying for the position and anything that makes you uniquely qualified. Applications missing required documentation may not be considered.

Successful applicants will be subject to:

• Criminal history check
• Child/patient/offender abuse registries
• Reference checks

The Department of Corrections participates in E-Verify to confirm employment eligibility. After accepting a job offer and completing form I-9, your information will be submitted to the Department of Homeland Security and Social Security Administration for verification. For more information about E-Verify, please visit the E-Verify website.

Notices

Prison Rape Elimination Act (PREA) - Any person who has 1) engaged in sexual abuse in a prison, jail, lockup, community confinement facility, juvenile facility, or other institution; 2) been convicted of engaging in or attempting to engage in sexual activity in the community facilitated by force, overt or implied threats of force, or coercion, or if the victim did not consent or was unable to consent or refuse; or 3) been civilly or administratively adjudicated to have engaged in activity as described in the latter, are not qualified for this position.

Tobacco Free - The use of all tobacco products, including smokeless tobacco products and tobacco substitutes, is prohibited in Department of Corrections buildings. In secure care facilities, possession of tobacco products is prohibited.