Administrative Supervisor

State of Montana•Helena, MT

6d•Hybrid

About The Position

The Administrative Supervisor leads members of the Executive Officer and Board Meeting Executive teams in the Professional Licensing Bureau, within the Employment Standards Division. The bureau supports Montana’s professional and occupational licensing boards with licensing activities, board meetings and actions, public records, communications, and administrative processes. The supervisor establishes priorities, develops staff, monitors performance, and ensures board-related work is accurate, consistent, and in accordance with applicable laws, administrative rules, department policy, and procedures. Working with bureau, division, and department leadership, the supervisor identifies operational risks and improvement opportunities, strengthens standard practices, supports fiscal accountability, and promotes high-quality service to board members, licensees, applicants, and the public. The role advances transparent governance, efficient licensing operations, reliable public records, and public confidence in Montana’s professional licensing system. The position is in a collaborative public-service environment focused on accountability, continuous improvement, employee development, and customer service. Work-life balance may include hybrid schedules or partial telework within Montana. State employees must reside in Montana.

Requirements

Demonstrated experience supervising, leading, or coordinating staff in a professional, regulatory, licensing, administrative, public-service, legal, financial, or similarly complex environment, including assigning work, setting priorities, providing guidance or coaching, monitoring progress, and supporting consistent performance.
Experience interpreting and applying laws, administrative rules, policies, procedures, contracts, technical standards, or regulatory requirements, with accuracy, fairness, sound judgment, and attention to detail.
Experience preparing and delivering presentations, reports, training materials, policy documents, meeting materials, briefings, or other professional communications for internal and external audiences.
Proficiency using Microsoft Outlook, Word, Excel, PowerPoint, Adobe, Zoom, and similar digital tools.
Experience handling official, confidential, sensitive, or public records with appropriate discretion, accuracy, records-retention practices, and awareness of access, privacy, and documentation obligations.
Demonstrated ability to communicate effectively in public settings and deliver clear, engaging presentations tailored to diverse audiences.
Skilled in developing professional presentation materials that convey complex information accessibly and support audience understanding and engagement.
Equivalent combinations of education and directly related experience will be considered.
Must reside within Montana as a State of Montana employee.
A complete application must include a resume and cover letter attached as relevant documents; the cover letter should explain how experience and education meet the required skills and competencies, and the resume should include relevant work experience and employment dates.

Nice To Haves

Experience using licensing databases, electronic records systems, document-management systems, case-management tools, financial systems, or other program databases is preferred.
A bachelor’s degree in public administration, business, communications, political science, legal studies, organizational leadership, or a related field may supplement relevant professional experience.

Responsibilities

Supervise, coach, mentor, train, evaluate, and support the professional growth of Executive Officers and Board Meeting Executives; set expectations, provide feedback, address performance concerns, and recognize accomplishments.
Establish, communicate, and adjust staff priorities, performance expectations, and accountability measures; monitor progress and ensure staff have the direction and resources to complete work accurately and on time.
Oversee coordination of board meetings, agendas, packets, notices, minutes, communications, action items, and follow-up activities.
Support staff in carrying out board directives, licensing decisions, rulemaking-related activities, disciplinary or compliance-related actions, and other board responsibilities; ensure appropriate documentation and clear communication of next steps.
Promote consistent application of Montana laws, administrative rules, department policies, open-meeting requirements, public-records obligations, and licensing procedures; guide staff on requirements and escalate complex or sensitive issues as appropriate.
Analyze board operations, licensing workflows, service trends, workload data, customer feedback, and recurring concerns; identify inefficiencies, compliance risks, and service gaps and implement improvements.
Review expenditures, monitor budgets, forecast operational and resource needs, and support financial planning for assigned boards and licensing programs.
Serve as a liaison among staff, bureau and department leadership, board members, licensees, applicants, professional associations, and the public; foster clear communication and shared accountability.
Represent bureau leadership in meetings, board meetings, trainings, presentations, and other public settings; prepare reports, briefings, presentation materials, and written communications explaining operational, regulatory, licensing, or governance information.
Maintain accurate, confidential, secure, and appropriately accessible electronic information and records.

Benefits

State employment health coverage, retirement, paid leave, learning opportunities, and career-development support.
Hybrid schedules or partial telework may be available within Montana.
38 paid days off a year, including vacation, sick leave, and holidays.
Up to 15 days of military leave with full pay.
Longevity raises with continuous service, as well as negotiated market increases and state statutory raises.
Health, dental, vision, and life insurance coverage; flexible spending accounts; and an employee assistance program (EAP).
Free telehealth and access to free employee medical clinics through the medical plan.
Choice between two retirement plans with an employer contribution between 8.73% and 9.07% of annual salary; an optional 457(b) deferred compensation plan is also available.
Public Service Loan Forgiveness eligibility may apply to State of Montana employment.
Career progression, training opportunities, and room for professional growth.
State employee discounts at various businesses across the state.
The position may be covered by a Voluntary Employee Beneficiary Association (VEBA).