Administrative Assistant

Job Description - Administrative Assistant (26141714)

Position Title:

Administrative Assistant - (26141714)

About the Montana Veteran Affairs Division

The Montana Veteran Affairs Division (MVAD) is dedicated to serving Montana's veterans and their families by connecting them with earned federal and state benefits, managing the State Veterans Cemeteries, and providing outreach and advocacy across the state. MVAD works in partnership with federal, state, and local organizations to ensure veterans receive the services and recognition they deserve.

About the Veteran Services Bureau

The Veteran Services Bureau provides free assistance to veterans, their dependents, and survivors in applying for and accessing benefits through the U.S. Department of Veterans Affairs. VSOs serve as accredited representatives who guide veterans through complex claims processes, ensure accurate documentation, and advocate on behalf of veterans to secure benefits such as compensation, pension, healthcare, and burial assistance.

About the Administrative Assistant

The Montana Veteran Affairs Division (MVAD) is seeking a detail-oriented and highly organized Administrative Assistant 2 to provide clerical and administrative support to Veteran Service Officers (VSOs) in the delivery of services to veterans and their dependents. This position plays a key role in supporting benefit claims processing and ensuring responsive communication with clients seeking assistance.

The Administrative Assistant 2 is responsible for managing front-line communications, coordinating schedules, maintaining records and databases, and supporting daily office operations. This position reports directly to the Havre VSO Supervisor and requires a high level of professionalism, discretion, and the ability to manage multiple priorities effectively.

This position also offers a career development pathway within MVAD. Employees who demonstrate strong performance and meet established qualifications may be eligible for an advancement to be a Veterans Benefit Technician after one year of service.

The following items must be submitted with the online state application form to be considered (be sure to mark your attachments as relevant):

• Cover Letter
• Resume

Duties:

• Greet visitors, answer inquiries, and direct visitors to the appropriate person according to their needs.
• Answer telephones and give information to callers, record messages, and transfer calls to appropriate individuals.
• Handle incoming and outgoing mail, emails, and faxes.
• Manage paper or electronic filing systems, recording and verifying information, updating paperwork, or maintaining documents, such as correspondence and other materials.
• Operate office machines, such as photocopiers and scanners, facsimile machines, voice mail systems, and personal computers.
• Prepare responses to correspondence containing routine inquiries.
• Maintain and enter information into databases.
• Proofread documents, records, or other files to ensure accuracy.
• Monitor and maintain office supplies and equipment.
• Schedules and confirm appointments, events, travel, or meetings for clients, customers, or supervisors.
• Provide services to staff or customers, such as order placement, account information, or invoice processing.
• Type and distribute meeting agendas, notes, routine correspondence, or routine reports, take meeting minutes.
• Develop and prepare materials for meetings, conferences, and events.

Education and Experience:

• High School Diploma or Equivalent
• 1 Year Experience in performing a variety of office support or clerical work.
• Other combinations of education and experience may be substituted.

Minimum Physical/Mental Requirements

• May need to work at a computer daily for 8 or more hours at a time;
• Fluctuation in workload may require more than a 40-hour workweek.
• Must have demonstrated ability to work and engage in diverse working relationships within and outside the Department.

Typical Work Environment

• Normal office environment, located at Havre, MT.
• Must be able to work physically on-site in the office 100% of the time.
• Not telework eligible.

Condition of Employment

• Must pass a background check.

Travel

• Yes, 5% of the Time
• Required in-person attendance at annual training, typically held in Helena for one week each year

Applicant Pool Statement: If another department vacancy occurs in this job title within six months, the same applicant pool may be used for the selection. Training Assignment: This agency may use a training assignment. Employees in training assignments may be paid below the base pay established by the agency pay rules. Conditions of the training assignment will be stated in writing at the time of hire.

Salary: $

23.41 - 23.41 Hourly

Telework Eligibility: Not Telework Eligible Benefits Package Eligibility: Health Insurance, Paid Leave & Holidays, Retirement Plan

Number of Openings

: 1 Employee Status: Regular Schedule: Full-Time

Job Type

: Standard

Shift

: Day Job

Travel

: Yes, 5 % of the Time

Primary Location

: Havre

Agency: Department of Military Affairs Union: 000 - None

Posting Date

: Jul 8, 2026, 6:32:14 PM

Closing Date (based on your computer''s timezone)

: Jul 23, 2026, 11:29:00 AM

Required Application Materials: Cover Letter, Resume

Contact Name: Brandon Kirchgasler | Contact Email: Brandon.Kirchgasler@MT.GOV | Contact Phone: 406-324-3336 The State of Montana has a decentralized human resources (HR) system. Each agency is responsible for its own recruitment and selection. Anyone who needs a reasonable accommodation in the application or hiring process should contact the agency''s HR staff identified on the job listing or by dialing the Montana Relay at 711. Montana Job Service Offices also offer services including assistance with submitting an online application.

State government does not discriminate based on race, color, national origin, religion, sex, sexual orientation, gender identity or expression, pregnancy, childbirth or medical conditions related to pregnancy or childbirth, age, physical or mental disability, genetic information, marital status, creed, political beliefs or affiliation, veteran status, military service, retaliation, or any other factor not related to merit and qualifications of an employee or applicant.