Administrative Support Supervisor

State of Montana • Helena, MT

6d • Hybrid

About The Position

The Montana Department of Public Health and Human Services (DPHHS) has a career opportunity within the Child and Family Services Division. This position provides statewide operational, staffing, and administrative support to the Child and Family Services Division (CFSD). Responsibilities include: 1) Overseeing the background check process, including reviewing results, assessing potential risk to children, and ensuring accurate documentation and communication; 2) Administering division staffing and human resources functions, including position postings, vacancy and position management, and processing classification and pay requests; 3) Supervising central office administrative operations, including event and travel coordination, customer service and reception workflows, and office safety and administrative resources; and 4) Providing technical and administrative support to the Division Administrator and central office leadership through reporting, documentation, and management of specialized operational tasks. 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.

Requirements

• High school diploma or GED and four years of directly related work experience.
• Completion of a two-year Administrative Support/Office Management vocational program or post-secondary curriculum and two years of directly-related work experience.
• One year of lead worker or supervisory experience.
• Knowledge of office management practices and principles.
• Effective written and oral communication skills.
• Professional customer service skills.
• Ability to monitor and maintain information flow in and out of the central office.
• Ability to de-escalate heated situations.
• Respect the confidentiality of protected information and see that the staff this position supervises respects the confidentiality of protected information as well.
• Work independently and demonstrate initiative in meeting the requirements and goals of this position.

Nice To Haves

• Knowledge of Child and Family Services Division policies and procedures.
• Knowledge of the Department of Public Health and Human Services' computerized management systems.
• Knowledge of the Statewide Accounting, Budgeting and Human Resources system (SABHRS).
• Other combinations of related education and experience may be considered on a case-by-case basis.

Responsibilities

• Overseeing the background check process, including reviewing results, assessing potential risk to children, and ensuring accurate documentation and communication
• Administering division staffing and human resources functions, including position postings, vacancy and position management, and processing classification and pay requests
• Supervising central office administrative operations, including event and travel coordination, customer service and reception workflows, and office safety and administrative resources
• Providing technical and administrative support to the Division Administrator and central office leadership through reporting, documentation, and management of specialized operational tasks

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