Human Resources Assistant

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.

This position reports to the Human Resources Director and does not directly supervise other employees.

• 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.

• 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.

• 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).

• 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.

Knowledge of:

• Office operations, equipment, and administrative practices.
• Human Resources processes including recruitment, onboarding, records management, and personnel file standards.
• HR best practices related to employee engagement, recognition, and retention programs.
• Basic policy development and documentation practices, including SOP creation and maintenance of policy manuals.
• Applicable federal and state employment laws, and County policies and procedures.

• 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.

• 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.

REQUIRED EDUCATION AND 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.

• Experience in a human resource setting.
• Additional post-secondary coursework, training, or certification in human resources, business administration, or a related field.

As a condition of hire, the final candidate will be required to successfully pass a criminal history check and background investigation. 

For application consideration, the following documents are required to be submitted when you apply online:

• Cover Letter
• Resume
• Three (3) work references