Administrative Assistant - Dispute Resolution Unit

Note: Employees for the State of Montana must reside within Montana. All applications and required application documents must be submitted through the MT Careers site at: https://mtstatejobs.taleo.net/careersection/200/jobdetail.ftl?job=26140351&tz=GMT-06:00&tzname=America/Denver

Step into the center of Montana’s workers’ compensation system and help move real cases forward. As the Administrative Assistant for the Dispute Resolution Unit, you will be the go to hub for petitions, mediation schedules, and case files that keep disputes on track. If you are organized, service minded, and ready to make a tangible difference for workers and employers across the state, apply today and help drive fair, timely resolutions in Montana.

MISSION STATEMENT:

Empowering all Montanans through work and opportunity.

It's about the people and the impact we make in our communities every day. We are proud of our open, team-based, supportive, and collaborative work environments. Learn more about DLI here.

Position Overview:

The Dispute Resolution Unit plays a key role in helping injured workers, employers, and insurers reach fair, timely outcomes so everyone can move forward with clarity. In this position, the Administrative Assistant is the primary hub for mediation activity across the state, guiding cases from the moment a petition is received through scheduling, coordination with mediators and parties, and preparation of complete case files for transition to the Office of Administrative Hearings. You’ll also contribute to the broader mission of the Employment Standards Division by managing critical mail workflows, supporting Wage and Hour appeal documentation, and monitoring Subsequent Injury Fund (SIF) activity, ensuring that operations are organized, compliant, and consistently focused on delivering respectful, responsive service to the public.

What's In It For You:

• Build your skills in case management, scheduling, and legal support processes while working with experienced mediators, hearing officers, and program staff.
• Strengthen your administrative expertise in a setting that values accuracy, organization, and high quality customer service to the public.
• Enjoy the stability and benefits of public service while supporting a mission driven team that helps maintain trust in Montana’s workers’ compensation and employment standards systems.
• This full-time role offers the chance to support communities across Montana while enjoying the state’s outdoor recreation, strong sense of community, and high quality of life.

Essential Functions:

• Coordinate mediation petitions by serving as the first point of contact for workers’ compensation disputes, receiving, logging, and processing mediation requests so each case is accurately opened and routed.
• Manage mediation scheduling by maintaining calendars for mediators and participants, arranging dates and times, and confirming details to keep cases progressing in a timely manner.
• Support case preparation by assembling, organizing, and distributing complete mediation packets and case files, including those transferred to the Office of Administrative Hearings.
• Oversee mail processing and electronic inboxes for the Employment Standards Division, including incoming and outgoing correspondence, to ensure critical documents are delivered to the correct parties within established timeframes.
• Monitor Subsequent Injury Fund (SIF) payments and records, tracking and reconciling documentation to promote accuracy and compliance with program requirements.
• Prepare and issue official mediation and appeal communications, including notices and related documents, while maintaining confidentiality and adherence to division standards.

Required Skills and Competencies:

The ideal candidate will demonstrate advanced knowledge and proficiency in the following areas:

• Organizational management and accuracy: Prioritize and track multiple case files and scheduling tasks with precision and reliability.
• Scheduling and coordination: Manage complex calendars and coordinate multiple participants and deadlines efficiently.
• Professional communication: Compose clear written correspondence and convey information effectively with staff, mediators, and the public.
• Confidential information management: Handle sensitive case materials and personal information with discretion and sound judgment.
• Technical proficiency: Use Microsoft Office applications and learn department recordkeeping and case management systems.
• Customer service and collaboration: Work respectfully and responsively with coworkers, legal representatives, and external stakeholders.
• Process improvement mindset: Identify and suggest ways to streamline administrative procedures and strengthen service delivery.

MINIMUM QUALIFICATIONS (Education and Experience)

• Demonstrated experience performing administrative support work involving records processing, scheduling, or data entry.
• Experience coordinating multiple deadlines and maintaining accurate records in an office or case management environment.
• Proficiency with Microsoft Outlook, Word, and Excel, with the ability to learn specialized systems.
• Strong written and verbal communication skills, demonstrating professionalism and attention to detail.
• Experience managing confidential or sensitive information with care and compliance with relevant policies.
• A degree or certificate in office administration, business, or a related field may supplement relevant professional experience but is not a substitute for demonstrated skills and competencies. Equivalent combinations of education and directly related experience will be considered.

HOW TO APPLY FOR THIS OPPORTUNITY:

A complete state application is not required; however, you will need to initiate the application and attach the resume, cover letter or other required documents at time of application to be considered for this position. Resume will auto fill the application, but the application will not be scored or reviewed.

Failure to attach the cover letter and resume will result in your application being considered incomplete and will not be considered further. Materials submitted but not requested will not be considered in the selection process.

Tip: When attaching your resume, cover letter or other required documents you must mark the attachments as “RELEVANT” or we will be unable to view your documents.

Required application materials:

• Cover Letter - Your Cover Letter should explain how your experience and education meet the identified Knowledge, Skills, and Abilities, with examples that demonstrate your qualifications.
• Resume - include all work experience you have held that would help you qualify for this position, including duties, dates of employment.

Only online applications will be accepted. By applying online, you can receive updates and monitor the status of your application.

All documents for Veteran or Disability preference must be received or date stamped by the closing date. You will receive an application confirmation email with instructions on acceptable preference documents and how to submit such documents.

If you need an accommodation with the application process, please contact the HR office.

BENEFITS:

Being able to enjoy the quality of life in the beautiful state of Montana is one of the benefits you will love about this opportunity! Our mountains, waterways and open spaces provide not only beautiful scenery but year-round recreational opportunities including hiking, camping, biking, fishing, boating, hunting, skiing and snowmobiling. Montana boasts a high-quality education system and a variety of entertainment including fairs, rodeos, and theaters. Read more about our great state here.

See our other incredible benefits here. These are some of our benefits just to name a few:

• Work/life balance with hybrid schedules or partial telework may be available within the state of Montana.
• 38 paid days off a year including vacation, sick leave and holidays.
• Military leave: You’ll get up to 15 days of military leave with full pay.
• Longevity raises with continuous service, as well as any negotiated market increases and state statutory raises.
• Health, dental, vision, life insurance coverage, flexible spending accounts, EAP - click here to learn more.
• Free telehealth and access to free employee medical clinics through our medical plan - click here to learn more.
• Choice between two retirement plans with an employer contribution between 8.73% - 9.07% of your annual salary. A third optional 457(b) deferred compensation plan is also available. – Click here to learn more.
• Public Service Loan Forgiveness- Employment with the State of Montana may qualify you to receive loan forgiveness- click here to learn more!
• Career progression, training opportunities and room for professional growth.
• State employee discounts at various businesses across the state.

This position may be eligible for a statutory $1.00 an hour base pay increase effective on July 1, 2026.

• This position may be covered by a Voluntary Employee Beneficiary Association (VEBA)