Administrative Coordinator
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- 25141896 Requisition #
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- Aug 19, 2025 Post Date
To be considered for this position you must complete the state application and attach all required documents through the Montana State Careers site at www.statecareers.mt.gov.
The Montana Department of Public Health and Human Services (DPHHS) has a career opportunity within the Child and Family Services Division.
This position is an Administrative Coordinator for the Child and Family Services Division (CFSD). This position is responsible for phone, walk-in, and written inquiries. This position provides a wide variety of services such as reception, maintenance of office supplies, creating and maintaining word processing documents and spreadsheets, updating division organization chart, managing position data, managing division travel for employees, processing and recording information, and creating, updating and purging a variety of recordkeeping systems, in addition to assisting in the management, planning, coordinating, and executing CFSD meetings, conferences and training. This position supports a division of around 500 employees.
Major duties of this position include:
-Managing a high volume of travel arrangements for employees and children in care of the state
-Organizing events and corresponding logistics including venues, catering, and accommodations
-Scheduling and coordinating interviews and interview materials for management
-Using both verbal and written means of communication to clearly and accurately share key information with stakeholders
-Managing data about existing and vacant positions and preparing position reports for leadership upon request
Why Join DPHHS
Our mission at DPHHS is serving Montanans in their communities to improve health, safety, well-being, and empower independence. By joining our department, you will have the opportunity to perform meaningful work in public service to our state and its residents.
The State of Montana's comprehensive benefits package includes healthcare coverage, retirement plans, paid vacation, sick leave, and holidays, work/life balance, and eligibility to participate in the Public Service Loan Forgiveness (PSLF) program. In addition, DPHHS is the largest state agency with a wide range of advancement opportunities whether you are joining the workforce or have several years of experience.
Qualifications for this Career Opportunity
Knowledge of the structure and functions of state government and DPHHS.
Ability to maintain confidentiality of sensitive information.
Ability to provide courteous, effective customer service (phone, in-person, and written).
Ability to follow instructions and implement feedback.
Ability to organize information and events with precision and accuracy.
Ability to prepare for problems or opportunities in advance, undertake additional responsibilities and respond professionally to situations as they arise without constant supervisory direction.
Skilled in coordinating complex group travel logistics, special accommodations, and contingency planning. Demonstrates precision to ensure smooth, cost-effective travel experiences tailored to individual and group needs.
Meet minimum qualifications:
High school diploma or GED and two years of directly related work experience
Directly related experience includes office administrative experience in a governmental environment working with highly sensitive and confidential information and situations.
Other combinations of directly related education and experience may be considered on a case-by-case basis.
How to Apply
To be considered for a DPHHS position, submit the following required documents with your application on the State of Montana Careers website. When submitting the required documents, you must check the "relevant document" box to ensure your attachments are uploaded correctly to your application for this position.
Cover Letter to include - Preferred work location, and an explanation on how your education and work experience has prepared you to be successful in this position.
Resume
Successful applicants will be subject to background checks relevant to the position and must pass reference checks before an offer will be extended. DPHHS is an equal opportunity employer. Women, minorities, and people with disabilities are encouraged to apply. For a copy of the full job description or if you need a reasonable accommodation in the application or hiring process, contact DPHHS Human Resources listed below.
Additional Information
This position may be eligible for partial telework within the state of Montana. Specific conditions will be provided by the supervisor and must adhere to state policy.
This position may be eligible for a statutory $1.00 an hour base pay increase effective July 1, 2026.
This position supports the Child and Family Services Division which includes the following cities: Helena, Great Falls, Kalispell, Missoula, Butte, Bozeman, Billings and Miles City. Work locations will vary depending on availability. One position will be filled in the Helena office.
This position is open until filled with frequent screening of applicants. The first screening of candidates will take place on August 27, 2025.
