Administrative Supervisor

State of Montana•Helena, MT

4d•Hybrid

About The Position

The Administrative Supervisor works in the Professional Licensing Bureau within Montana’s Employment Standards Division. The bureau supports professional and occupational licensing boards in carrying out their statutory responsibilities, including licensing activities, board meetings and actions, public records, communications, and administrative processes. The position leads staff on the Executive Officer and Board Meeting Executive teams, who provide administrative, operational, and governance support to multiple licensing boards and programs. The supervisor establishes priorities, develops staff, monitors performance, and helps ensure board-related work is accurate, consistent, and compliant with applicable laws, administrative rules, department policies, and established 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. State employees must reside in Montana. Hybrid schedules or partial telework may be available within the state.

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, attention to detail, and the ability to explain requirements to others.
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 discretion, accuracy, records-retention practices, and awareness of access, privacy, and documentation obligations.
Ability to communicate effectively in public settings and deliver clear, engaging presentations tailored to diverse audiences; develop professional presentation materials that make complex information accessible.
Ability to lead, coach, mentor, train, and evaluate professional staff; set expectations, provide feedback, address concerns, and support accountability, professional growth, collaboration, and high-quality outcomes.
Ability to support or collaborate with boards, commissions, Executive Officers, executive teams, or other governing bodies, including preparing meeting materials, coordinating meetings, implementing directives, managing follow-up work, and maintaining transparent and compliant governance practices.
Ability to interpret and apply laws, rules, policies, procedures, and technical requirements; identify compliance concerns, assess procedural options, and appropriately elevate complex, sensitive, or high-risk issues.
Ability to use data, performance measures, workload information, workflow analysis, customer feedback, and staff input to assess operations, identify trends and risks, set priorities, and implement sustainable improvements.
Ability to monitor budgets, expenditures, workload demands, and resource needs; forecast operational requirements and make informed recommendations aligned with program responsibilities and sound financial practices.
Ability to build productive relationships and communicate diplomatically, consistently, and professionally with staff, leadership, board members, licensees, applicants, professional organizations, the public, and other partners.
Ability to use 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 but does not replace demonstrated skills and competencies. Equivalent combinations of education and directly related experience will be considered.
Applicants must reside within Montana.
Applicants must submit a cover letter and resume with the online application; the cover letter should explain how their experience and education meet the required competencies, with examples.

Nice To Haves

Experience using licensing databases, electronic records systems, document management systems, case management tools, financial systems, or other program databases.
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 promote accountability and collaboration.
Establish, communicate, and adjust work priorities, performance expectations, and accountability measures across multiple licensing boards and programs; monitor progress and ensure staff have appropriate direction and resources.
Oversee board meeting coordination, including agendas, packets, notices, minutes, communications, action items, and follow-up activities, ensuring processes are timely, accessible, and consistent with requirements.
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 procedural questions and escalate complex or sensitive matters as appropriate.
Analyze board operations, licensing workflows, service trends, workload data, customer feedback, and recurring concerns to identify inefficiencies, compliance risks, and service gaps; develop and implement operational improvements.
Review expenditures, monitor budget activity, forecast operational and resource needs, and support financial planning for assigned boards and licensing programs.
Build and maintain working relationships with staff, leadership, board members, licensees, applicants, professional associations, and the public; foster clear communication and shared accountability.
Represent bureau leadership in meetings, board sessions, trainings, presentations, and public settings; prepare reports, briefings, presentation materials, and written communications about operational, regulatory, licensing, or governance matters.
Use digital tools and systems to support records, reporting, supervision, communication, and operational oversight while maintaining information accuracy, confidentiality, security, and appropriate accessibility.

Benefits

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