Human Resources Assistant Job at Longboat Key Club in Bozeman

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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.

Position Overview

Essential Job Duties And Responsibilities

• 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.
• Knowledge of Human Resources processes including recruitment, onboarding, records management, and personnel file standards.
• Knowledge of HR best practices related to employee engagement, recognition, and retention programs.
• Knowledge of basic policy development and documentation practices, including SOP creation and maintenance of policy manuals.
• Knowledge of 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

• 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.

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.

Excellent Medical Health Benefits – Group health benefits, including dental and vision coverage, are available to eligible County employees.

Flexible Benefits Plan – Pre-tax out-of-pocket medical expenses and day care expenses.

Supplemental Medical Coverage and voluntary Life Insurance Coverage are offered through Mutual of Omaha.

Public Employees Retirement System – Montana public employees of the state, university system, local governments and certain employees of school districts are covered by the Public Employees Retirement System (PERS).

Sheriffs' Retirement System (SRS) – A public pension plan for all Montana Sheriffs hired after July 1, 1974 and Detention Officers hired after July 1, 2005.

Supplemental Retirement Benefits are offered through Nationwide and Empower.

Sick Leave – Full-time employees accrue 7.40 hours per month and are eligible to use sick leave once it is accrued.

Vacation Leave – Full-time employees accrue 9.20 hours per month and are eligible to use leave once it is accrued.

Holidays – The County observes eleven legal holidays in even numbered years and ten legal holidays in odd numbered years.

Paid Parental Leave (PPL)- In recognition of the importance of bonding and care of a newborn child or a child placed for adoption, Gallatin County provides 240 hours of PPL to eligible full-time employees.

Tuition Assistance- Because we value the professional and personal development of our employees, Gallatin County is proud to offer reimbursement of certain education expenses.

Bilingual Pay - Gallatin County allows for bilingual pay to employees that provide translation services to County departments and offices.