Human Resources Assistant

HR & Administrative Support Specialist

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.

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES

Administrative Support

• 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

Policy and Compliance Support

Other Duties as Assigned

QUALIFICATIONS

Knowledge of :

Skill in :

Ability to :

REQUIRED EDUCATION AND EXPERIENCE

Desired Education and Experience :

Supplemental Information

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 :