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State of Montana Human Resources (HR) Assistant in Helena, Montana

The Montana State Auditor’s Office, Commissioner of Securities and Insurance (CSI) has an exciting opportunity available for a Full-Time Human Resources Assistant! To learn more about the Agency and this position, please continue to read more. CSI Overview We are entrusted with protecting all Montanans from bad actors by regulating two of the state’s largest industries—securities and insurance. We strive to foster a thriving Montana industry marketplace through education, common-sense regulation, and equitable enforcement of the law with swift accountability for fraudsters and justice for their victims. We are primarily a criminal justice agency. Our Vision At the CSI, our vision is to safeguard Montana consumers by regulating the insurance and securities industries, investigating fraud, and prosecuting criminals. Our Mission Our Mission consists of the following: * Informing consumers and industry through education and outreach * Providing responsive and meaningful customer service. * Supporting Montana business by promoting industry innovation and removing unnecessary regulatory roadblocks and red tape. * Managing State Trust Lands with long-term goals of stewardship for the ongoing benefit of public education. About this Opportunity The Montana State Auditor’s office is currently seeking a Full-Time, Human Resources Assistant. This position will assist the HR Manager in a variety of professional level human resources, payroll, front-desk (back-up), and administrative support services, that will enhance efficient operations within the agency’s Human Resources department. This position will also perform duties that support agency safety and security programs and initiatives. The key responsibilities with this position are as follows: _Human Resources:_ * Performs administrative work to include updating records and documents, such as organizational charts, and personnel records, using both electronic and paper filing systems as staffing changes occur. * Explains HR policies and procedures to both new hires and existing staff. * Assists with the hiring of new employees, to include the preparation of job descriptions and postings, initiation of job requisitions in the applicant tracking/recruiting system, and correspondence with both hiring managers and job applicants. * Assists with the scheduling of interviews, reference/background check processes, and employee onboarding and offboarding. * As requested, may coordinate with employees, supervisors, and HR manager regarding FMLA notifications, tracking, and paperwork / documentation. * Performs duties associated with records management and ensures compliance with policies and rules associated with this process. * Maintains data and performs data entry into the SABHRS HR System as needed. * Maintains data in paper and electronic filing systems, records information, updates a variety of documents as needed. _Payroll:_ * Serves as the agency’s primary point of contact for payroll and completes the duties associated with agency bi-weekly payroll verification in SABHRS. * Answer employee questions concerning pay and deductions. * Assists with the issuance of off-cylce paychecks and records adjustments to pay, such as leave, previous paycheck errors, retroactive increases, and final paychecks. * Ensures timesheets are completed by agency staff and approved by supervisors within established deadlines to ensure timely processing under established payroll deadlines. * Audits timesheets to ensure accuracy and compliance with HR policies and any applicable State and/or collective bargaining payroll rules. _Front-Desk and Other Administrative Duties:_ * Serves as a back-up to the front desk administrative assistant. * Greets visitors, answer inquiries, and direct visitors to the appropriate individual according to their needs. * Answers and transfers calls to the appropriate individual(s), greets visitors, and directs them as applicable. * Handles incoming and outgoing mail, emails, and faxes as directed. * Performs general office tasks such as monitoring and maintaining office supplies and equipment. * Maintains data and performs data entry into databases as needed. * Prepares responses to correspondence containing both routine and non-routine inquiries. * Operates office machines, such as photocopiers and scanners, facsimile machines, voice mail systems, and personal computers. _Safety / Security:_ * Serves as a key contributor to agency safety initiatives, attends safety meetings, communicates pertinent information with staff, and assists with the onboarding of new employees. * Coordinates the safety and security programs and increases awareness to promote a safe working environment. * Identifies opportunities to minimize workplace injuries, accidents, and health problems. * May assist with the coordination of activities involving intra-agency office moves with both internal and external stakeholders. * Performs safety risk mitigation activities such as salting walkways, removing tripping hazards, and coordinating the proper installing of appropriate signage as needed. * Monitors and coordinates security functions for the facilities, such as security systems, cameras, patrols, security protocols, keys, and badge access. * Serves on the agency Safety Committee and Building Emergency Action Team (BEAT). * Helps to ensure safety and emergency preparedness procedures are implemented at the facility. Why Work with Us? All of our positions with the agency are located in Helena, Montana. We are centrally located in the heart of Helena and within walking distance of beautiful downtown_ areas. With countless outdoor activity opportunities, great schools, and well-founded communities, Helena is an excellent place to live and work. You can also learn more about moving to and living in Helena, Montana here. The Montana State Auditor’s Office is an Equal Opportunity Employer. We know you have many employment opportunities available to you. But just as we caught your attention with the appeal of a small-city mountain life, we will also appeal to you in creating your professional working environment. The CSI is an efficient, highly regarded, professional regulatory agency with responsibility for consumer protection of insurance and securities purchasers. Our success derives from having effective working relationships, built on mutual trust and respect for each other’s skills and abilities. We will challenge you to be the best you can be in both your individual competencies and as a team-player. We have created an environment for success and will work hard to provide opportunity for you to progress in your career with mentorship, education, training, and certifications. Your service is rewarded with competitive compensation and generous benefits. * Work/life balance * Medical, dental, and vision coverage * Retirement plans * Generous paid vacation, sick leave, and holidays * Pre-tax flexibility spending accounts * A vibrant Employee Assistance Program * State of Montana employment may qualify you to receive student loan forgiveness under the Public Service Loan Forgiveness. Look here to learn more and understand whether or not you may qualify. Additional benefit package information is available here._ What can you offer us? Do you have strong administrative, communication, customer service skills, and have an interest in growing in the field of human resources? If so, than this opportunity might be right for you. To be successful in this position, you must have a high level of competence in the following areas: * Must be able to work with highly sensitive and confidential information and maintain confidentiality. * Working knowledge and understanding of general human resources and payroll processes. * Ability to provide professional and responsible customer service to a variety of stakeholders. * Ability to communicate effectively and diplomatically both verbally and in writing with both internal and external customers. * Must be able to work both as part of a team and independently. * Initiative to work in a self-directed and proactive manner. * Ability to accomplish multiple priorities with short deadlines. * Solution driven and ability to problem solve. * Strong customer service and intrapersonal skills. * Strong skills in Microsoft Office programs (Outlook, Word, Excel, PowerPoint, etc.) and data entry programs, which includes the ability to create spreadsheets, work with data, and create documents. * Demonstrates accuracy and thoroughness and monitors own work to ensure quality work output. * Adapts to changes in the work environment, manages competing priorities, and can deal with frequent change, delays, or unexpected events. * Proofreads documents, records, or other files to ensure accuracy. * Ability to type and distribute meeting notes, routine correspondence, or routine reports. * Must possess or have the ability to obtain Basic First Aid/CPR certification. * Must be willing to learn and attend training seminars as needed. * Willingness and ability to identify issues and recommend process improvements. Minimum Educational and Experience Requirement: * * High school diploma or equivalency; * Two (2) years of post-secondary education in business, human resources, public administration, organizational management, communication, or a related field; and * Three (3) years of related work experience in a clerical, administrative field. *Other combinations of education and experience will be considered on a case by case basis. *Preferred Experience and Certification: * * Knowledge of State HR systems including SABHRS and SOMRS is preferred. * Human Resource Certification through the Society of Human Resource Management (SHRM) or the HR Certification Institute (HRCI) is preferred. * One year of professional level Human Resource and/or Payroll experience is preferred. *How to apply? Special Instructions: If you feel you have the qualifications for this position and have an interest in providing meaningful and responsive customer service to the public and agency staff, while protecting Montana consumers, please submit _all_ the following with your application materials: 1. Cover letter: Please see additional details below on what to include in your cover letter. 2. Resume 3. Minimum of Three Professional References *Cover Letter: In your cover letter: * * *Describe how your work experience and any educaitonal background you have relate to the requirements of this position. _Important Tip_: When uploading and submitting your application materials, please make sure to mark your attachments as "relevant" or we will be unable to view your documents. Please Note: In order to be considered, all application materials (see items 1-4 above), must be submitted by no later than the closing date/time on this posting. CSI will invite a limited number of applicants to a minimum of one structured interview. Selectees are subject to successful reference, background, and fingerprint check. Successful applicant(s) will be subject to criminal history background check. Only electronic materials will be accepted. If you need assistance or an accommodation, please contact Human Resources. Materials submitted but not requested will not be considered in the selection process. Applicants claiming employment preference are required to provide proper documentation, i.e. Vet Preference (DD214), Disabled Vet document from U.S. Veterans Administration certifying service-connected disability or purple heart medal, disabled (DPHHS Disability Certification), by the closing date. The State of Montana Careers system will generate an email with instructions on how to submit preference documents. If another department vacancy occurs in this job title within six months, the same applicant pool may be used for the selection. *Title: *Human Resources (HR) Assistant Location: Helena Requisition ID: 23142785