Human Resource (HR) Data, Records, and Office Coordinator
The Human Resource (HR) Data, Records, and Office Coordinator provides essential support for a wide range of HR and administrative processes and is often the first point of contact for employees, applicants, and visitors reachingout to DPHHS Human Resources. This position works closely with HR staff and other stakeholders to manage HR data and records, coordinate daily office operations, and ensure that people who call, email, or visit the HR office are welcomed, listened to, and quickly connected to the right resources.
Responsibilities include collecting, maintaining, and reporting HR data and records in compliance with rules and regulations; handling and routing information requests and other inquiries to the HR office; coordinating and processing HR expenditures; and ordering and organizing office supplies, furniture, and equipment. The position also supports special projects within the HR team and performs related duties as needed to help the HR office run smoothly and provide excellent customer service.
What You Will Do:
- Greet and assist visitors at the HR front desk, answer phone calls and emails, and ensure visitors are welcomed, treated respectfully, and directed to the appropriate HR staff or resources.
- Receive, track, and route HR inquiries and information requests, helping employees and supervisors navigate where to go for questions about benefits, leave, classification, recruitment, and other HR services.
- Collect, maintain, and report HR data and records in accordance with applicable rules, regulations, and internal procedures.
- Support HR processes such as recruitment, onboarding/offboarding, and employee relations by preparing materials, updating systems, and assisting HR staff with follow-up tasks.
- Serve as the primary point of contact for DPHHS background checks, coordinating requests, tracking status, and responding to questions from applicants, employees, supervisors, and external partners.
- Coordinate day-to-day office operations for the HR team, including ordering and organizing office supplies, furniture, and equipment, and helping maintain a professional and efficient work environment.
- Assist with HR projects and process improvements by compiling information, helping create tools or documentation, and participating in implementation as needed.
Knowledge, Skills, and Abilities:
- Working knowledge of employment law, human resources principles and practices, and a wide range of human resources services.
- Strong prioritization, multi-tasking, and flexibility skills to adapt to change, and manage competing priorities with frequent interruptions, delays, and/or unexpected events.
- Exceptional communication and listening skills with excellent customer service, as well as the ability to build and maintain professional relationships even under stressful circumstances.
- Solution-driven to analyze patterns, identify issues, and recommend improvements when working with people, resources, and/or processes.
- Initiative to work in a self-directed and proactive manner while demonstrating accuracy and thoroughness to ensure quality work output.
- Ability to observe extensive details, as well as to understand, interpret, summarize, and compile information.
- Skills in researching and interpreting technical, legal, and/or ambiguous information.
- Ability to remain neutral under adversarial circumstances, demonstrate discretion, be persuasive, and engender goodwill to influence adherence to effective practices.
- Ability to understand differing roles within the agency structure and to modify approach accordingly.
Minimum Qualifications:
- Associate degree in human resources, business, public administration, journalism, English, psychology, marketing, or other related field.
- Three years of job-related work experience involving HR data and records management, Human Resources Information Systems (HRIS), system troubleshooting, office management, and customer service.
Preferred Qualifications:
- Experience working with back-office functions, report generation, and system support of the Montana state government's Statewide Accounting, Budgeting, and Human Resources Systems (SABHRS)
- Experience with Montana State Government HR processes, employee relations, performance management, position classification, compensation, recruitment, employment law compliance, labor relations, and other related processes.
- Current State of Montana Classification Certification, or the ability to obtain it within one year of hire.
Other combinations of education and experience that clearly demonstrate the knowledge, skills, and abilities needed for this role may be considered. If you do not have a traditional HR or business degree but have developed comparable skills through work experience, training, or education, you are encouraged to describe that in your application materials.
Human Resource (HR) Data, Records, and Office Coordinator
The Human Resource (HR) Data, Records, and Office Coordinator provides essential support for a wide range of HR and administrative processes and is often the first point of contact for employees, applicants, and visitors reachingout to DPHHS Human Resources. This position works closely with HR staff and other stakeholders to manage HR data and records, coordinate daily office operations, and ensure that people who call, email, or visit the HR office are welcomed, listened to, and quickly connected to the right resources.
Responsibilities include collecting, maintaining, and reporting HR data and records in compliance with rules and regulations; handling and routing information requests and other inquiries to the HR office; coordinating and processing HR expenditures; and ordering and organizing office supplies, furniture, and equipment. The position also supports special projects within the HR team and performs related duties as needed to help the HR office run smoothly and provide excellent customer service.
What You Will Do:
- Greet and assist visitors at the HR front desk, answer phone calls and emails, and ensure visitors are welcomed, treated respectfully, and directed to the appropriate HR staff or resources.
- Receive, track, and route HR inquiries and information requests, helping employees and supervisors navigate where to go for questions about benefits, leave, classification, recruitment, and other HR services.
- Collect, maintain, and report HR data and records in accordance with applicable rules, regulations, and internal procedures.
- Support HR processes such as recruitment, onboarding/offboarding, and employee relations by preparing materials, updating systems, and assisting HR staff with follow-up tasks.
- Serve as the primary point of contact for DPHHS background checks, coordinating requests, tracking status, and responding to questions from applicants, employees, supervisors, and external partners.
- Coordinate day-to-day office operations for the HR team, including ordering and organizing office supplies, furniture, and equipment, and helping maintain a professional and efficient work environment.
- Assist with HR projects and process improvements by compiling information, helping create tools or documentation, and participating in implementation as needed.
Knowledge, Skills, and Abilities:
- Working knowledge of employment law, human resources principles and practices, and a wide range of human resources services.
- Strong prioritization, multi-tasking, and flexibility skills to adapt to change, and manage competing priorities with frequent interruptions, delays, and/or unexpected events.
- Exceptional communication and listening skills with excellent customer service, as well as the ability to build and maintain professional relationships even under stressful circumstances.
- Solution-driven to analyze patterns, identify issues, and recommend improvements when working with people, resources, and/or processes.
- Initiative to work in a self-directed and proactive manner while demonstrating accuracy and thoroughness to ensure quality work output.
- Ability to observe extensive details, as well as to understand, interpret, summarize, and compile information.
- Skills in researching and interpreting technical, legal, and/or ambiguous information.
- Ability to remain neutral under adversarial circumstances, demonstrate discretion, be persuasive, and engender goodwill to influence adherence to effective practices.
- Ability to understand differing roles within the agency structure and to modify approach accordingly.
Minimum Qualifications:
- Associate degree in human resources, business, public administration, journalism, English, psychology, marketing, or other related field.
- Three years of job-related work experience involving HR data and records management, Human Resources Information Systems (HRIS), system troubleshooting, office management, and customer service.
Preferred Qualifications:
- Experience working with back-office functions, report generation, and system support of the Montana state government's Statewide Accounting, Budgeting, and Human Resources Systems (SABHRS)
- Experience with Montana State Government HR processes, employee relations, performance management, position classification, compensation, recruitment, employment law compliance, labor relations, and other related processes.
- Current State of Montana Classification Certification, or the ability to obtain it within one year of hire.
Other combinations of education and experience that clearly demonstrate the knowledge, skills, and abilities needed for this role may be considered. If you do not have a traditional HR or business degree but have developed comparable skills through work experience, training, or education, you are encouraged to describe that in your application materials.
