Administrative Assistant

About the Montana Veteran Affairs Division

The Montana Veteran Affairs Division (MVAD) is dedicated to serving Montana’s veterans and their families by connecting them with earned federal and state benefits, managing the State Veterans Cemeteries, and providing outreach and advocacy across the state. MVAD works in partnership with federal, state, and local organizations to ensure veterans receive the services and recognition they deserve.

About the Veteran Services Bureau

The Veteran Services Bureau provides free assistance to veterans, their dependents, and survivors in applying for and accessing benefits through the U.S. Department of Veterans Affairs. VSOs serve as accredited representatives who guide veterans through complex claims processes, ensure accurate documentation, and advocate on behalf of veterans to secure benefits such as compensation, pension, healthcare, and burial assistance.

About the Administrative Assistant 

The Montana Veteran Affairs Division (MVAD) is seeking a detail-oriented and highly organized Administrative Assistant 2 to provide clerical and administrative support to Veteran Service Officers (VSOs) in the delivery of services to veterans and their dependents. This position plays a key role in supporting benefit claims processing and ensuring responsive communication with clients seeking assistance.

The Administrative Assistant 2 is responsible for managing front-line communications, coordinating schedules, maintaining records and databases, and supporting daily office operations. This position reports directly to the Havre VSO Supervisor and requires a high level of professionalism, discretion, and the ability to manage multiple priorities effectively.

This position also offers a career development pathway within MVAD. Employees who demonstrate strong performance and meet established qualifications may be eligible for an advancement to be a Veterans Benefit Technician after one year of service.

The following items must be submitted with the online state application form to be considered (be sure to mark your attachments as relevant):

·         Cover Letter

·         Resume

Duties:
·         Greet visitors, answer inquiries, and direct visitors to the appropriate person according to their needs.

·         Answer telephones and give information to callers, record messages, and transfer calls to appropriate individuals.

·         Handle incoming and outgoing mail, emails, and faxes.

·         Manage paper or electronic filing systems, recording and verifying information, updating paperwork, or maintaining documents, such as correspondence and other materials.

·         Operate office machines, such as photocopiers and scanners, facsimile machines, voice mail systems, and personal computers.

·         Prepare responses to correspondence containing routine inquiries.

·         Maintain and enter information into databases.

·         Proofread documents, records, or other files to ensure accuracy.

·         Monitor and maintain office supplies and equipment.

·         Schedules and confirm appointments, events, travel, or meetings for clients, customers, or supervisors.

·         Provide services to staff or customers, such as order placement, account information, or invoice processing.

·         Type and distribute meeting agendas, notes, routine correspondence, or routine reports, take meeting minutes.

·         Develop and prepare materials for meetings, conferences, and events.

Education and Experience:
·         High School Diploma or Equivalent

·         1 Year Experience in performing a variety of office support or clerical work.  

·         Other combinations of education and experience may be substituted.

Minimum Physical/Mental Requirements
·         May need to work at a computer daily for 8 or more hours a