Administrative Support Supervisor (10203)

State of Montana • Billings, MT

6d

About The Position

The State of Montana has a decentralized human resources (HR) system. Each agency is responsible for its own recruitment and selection. Anyone who needs a reasonable accommodation in the application or hiring process should contact the agency's HR staff identified on the job listing or by dialing the Montana Relay at 711. Montana Job Service Offices also offer services including assistance with submitting an online application. State government does not discriminate based on race, color, national origin, religion, sex, sexual orientation, gender identity or expression, pregnancy, childbirth or medical conditions related to pregnancy or childbirth, age, physical or mental disability, genetic information, marital status, creed, political beliefs or affiliation, veteran status, military service, retaliation, or any other factor not related to merit and qualifications of an employee or applicant. This position supervises at least 2 Administrative Assistants who coordinate the scheduling of VRBS applications and appointments in the local VRBS office. Responsibilities include 1) Working with the VRBS Executive Leadership team in policy and procedure development and implementation 2) Providing technical assistance and training to statewide VRBS administrative support professionals; 3) Creating, proofreading, and editing documents; 4) Leading Administrative Professional Team meetings; and 5) Developing VRBS procedures. Additionally, this position performs duties relating to fiscal management of obligations and payments to Community Rehabilitation Providers (CRPs), colleges and universities, medical providers, and others. Responsibilities include 1) Managing and directing public and medical community relations for VRBS to promote the timely receipt of quality medical evidence required for program eligibility; 2) Maintaining business relationships with a statewide network of CRP’s, community agencies and vendors, in-state and out of state educational training programs; 3) Entering and verifying data, generating reports, and notifying staff of fiscal and case management deadlines; and 4) Assuring encumbrances, payments, and purchases are made in accordance with policy, procedure, general accounting principles, and audit requirements. Our mission at DPHHS is serving Montanans in their communities to improve health, safety, well-being, and empower independence. By joining our department, you will have the opportunity to perform meaningful work in public service to our state and its residents. The State of Montana's comprehensive benefits package includes healthcare coverage, retirement plans, paid vacation, sick leave, and holidays, work/life balance, and eligibility to participate in the Public Service Loan Forgiveness (PSLF) program. In addition, DPHHS is the largest state agency with a wide range of advancement opportunities w hether you are joining the workforce or have several years of experience.

Requirements

• Knowledge of administrative support and office management practices and techniques for establishing and assigning work, and supervision of staff.
• Leadership skills to provide clear directions, technical assistance, and guidance.
• Ability to be flexible and balance between literal adherence to rules and the use of policies as a guide.
• Does not look to protect the rule but rather uses the rule to increase engagement.
• Ability to organize and prioritize work.
• Ability to handle and maintain confidential information.
• Ability to establish and maintain effective work relationships.
• Excellent customer service and communication skills.
• Ability to use reason and logic to recognize and solve problems.
• Analytical skills to understand complex data requirements.
• Ability to work well both independently and as part of multidisciplinary team.
• Ability to operate personal computer and general office equipment as necessary to complete essential functions, including using spreadsheets, word processing, database, email, internet, and other computer programs.
• High School Diploma or the equivalent.
• Two years of administrative assistance or office support experience.
• Two years of supervisory experience.
• Other combinations of education and experience may be considered on a case-by-case basis.

Responsibilities

• Working with the VRBS Executive Leadership team in policy and procedure development and implementation
• Providing technical assistance and training to statewide VRBS administrative support professionals
• Creating, proofreading, and editing documents
• Leading Administrative Professional Team meetings
• Developing VRBS procedures
• Managing and directing public and medical community relations for VRBS to promote the timely receipt of quality medical evidence required for program eligibility
• Maintaining business relationships with a statewide network of CRP’s, community agencies and vendors, in-state and out of state educational training programs
• Entering and verifying data, generating reports, and notifying staff of fiscal and case management deadlines
• Assuring encumbrances, payments, and purchases are made in accordance with policy, procedure, general accounting principles, and audit requirements.

Benefits

• healthcare coverage
• retirement plans
• paid vacation
• sick leave
• holidays
• work/life balance
• eligibility to participate in the Public Service Loan Forgiveness (PSLF) program

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED
• Number of Employees: 101-250 employees