Administrative Supervisor
🔍 Lewis And Clark, Montana, United States
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- 26142483 Requisition #
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- 14 hours ago Post Date
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=26142483&tz=GMT-07%3A00&tzname=America%2FDenver
Lead a team that helps protect the public, strengthen Montana’s workforce, and uphold professional integrity across the state. As an Administrative Supervisor in the Professional Licensing Bureau, you will guide staff who support Montana’s professional and occupational licensing boards, helping ensure licensing operations are organized, transparent, responsive, and consistent with law. Your leadership will directly support public confidence in licensed professions and the systems that protect the health, safety, and economic well being of Montanans. This is an opportunity to lead with purpose in a collaborative public service environment that values accountability, continuous improvement, employee development, and excellent customer service.
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 Professional Licensing Bureau, within the Employment Standards Division, supports Montana’s professional and occupational licensing boards in carrying out their statutory responsibilities. The bureau oversees licensing activities, board meetings, board actions, public records, communications, and administrative processes that allow boards to effectively oversee licensed professions and occupations.
The Administrative Supervisor leads members of the Executive Officer and Board Meeting Executive teams, which provide direct administrative, operational, and governance support to multiple licensing boards and programs. This position establishes priorities, develops staff, monitors performance, and helps ensure that board related activities are completed accurately, consistently, and in accordance with applicable laws, administrative rules, department policy, and established procedures.
Working closely with bureau, division, and department leadership, the Administrative Supervisor identifies operational risks and opportunities, strengthens standard practices, supports fiscal accountability, and promotes high quality service to board members, licensees, applicants, and the public. This role is central to advancing transparent governance, efficient licensing operations, reliable public records, and confidence in Montana’s professional licensing system.
WHAT’S IN IT FOR YOU:
- Meaningful public service: Lead work that supports licensing programs intended to protect Montanans, strengthen public confidence, and promote professional standards across a broad range of occupations and professions.
- Visible statewide impact: Influence the quality, consistency, and responsiveness of services provided to licensing board members, licensed professionals, applicants, businesses, and members of the public throughout Montana.
- Purpose driven leadership: Supervise and develop a professional team responsible for supporting Executive Officers, coordinating board meeting activities, implementing board actions, and maintaining sound administrative processes across multiple boards.
- Complex, rewarding work: Apply leadership, regulatory analysis, organizational planning, fiscal oversight, records management, communication, and problem solving skills to work that is varied, meaningful, and directly connected to public trust.
- Professional growth: Deepen expertise in public administration, employee development, licensing operations, board governance, regulatory compliance, public records, fiscal management, and continuous process improvement.
- Collaborative environment: Work alongside Executive Officers, Board Meeting Executives, board members, bureau leadership, division leadership, department leadership, and other public service professionals committed to accurate information, consistent practices, and responsive service.
- State employment benefits: Enjoy the stability and benefits of State of Montana employment, including health coverage, retirement, paid leave, learning opportunities, and support for career development.
ESSENTIAL FUNCTIONS:
- Lead and develop staff: Supervise, coach, mentor, train, evaluate, and support the professional growth of Executive Officers and Board Meeting Executives. Establish clear expectations, provide regular feedback, address performance concerns, recognize accomplishments, and promote a workplace culture grounded in accountability, professionalism, inclusion, collaboration, and continuous improvement.
- Establish operational priorities: Set, communicate, and adjust work priorities, performance expectations, and accountability measures for staff supporting multiple licensing boards and programs. Balance immediate operational needs with long term bureau goals, monitor progress, and ensure staff have the direction and resources needed to complete work accurately and on time.
- Guide board governance activities: Oversee staff responsible for coordinating board meetings, agendas, packets, notices, minutes, board communications, action items, and follow up activities. Ensure board processes are well organized, timely, accessible, and consistent with applicable requirements and established administrative practices.
- Implement board actions: Support Executive Officers and staff in carrying out board directives, licensing decisions, rulemaking related activities, disciplinary or compliance related actions, and other board responsibilities. Ensure staff understand the scope of assigned work, maintain appropriate documentation, and communicate next steps clearly to internal and external stakeholders.
- Ensure regulatory compliance: Promote consistent application of Montana laws, administrative rules, department policies, open meeting requirements, public records obligations, and licensing procedures. Provide guidance and direction to staff on interpreting requirements, resolving procedural questions, and escalating complex or sensitive matters when appropriate.
- Improve operations and workflows: 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 practical improvements that strengthen accuracy, timeliness, consistency, transparency, and customer experience across programs.
- Manage fiscal resources: Review expenditures, monitor budget activity, forecast operational and resource needs, and support financial planning for assigned boards and licensing programs. Promote responsible stewardship of public funds by aligning resources with statutory responsibilities, program needs, and bureau priorities.
- Build strategic partnerships: Serve as a liaison among Executive Officers, Board Meeting Executives, bureau supervisors, division leadership, department leadership, board members, licensees, applicants, professional associations, and members of the public. Foster clear communication, consistent practices, respectful problem solving, and shared accountability across licensing programs.
- Represent bureau leadership: Communicate effectively in internal and external meetings, board meetings, trainings, presentations, and other public settings. Prepare clear, accurate, and audience appropriate reports, briefings, presentation materials, and written communications that explain complex operational, regulatory, licensing, or governance information.
REQUIRED SKILLS AND COMPETENCIES:
- Supervisory leadership and development: Lead, coach, mentor, train, and evaluate professional staff performing complex regulatory, licensing, administrative, or public service work. Set clear expectations, provide meaningful feedback, recognize performance, address concerns promptly, and create an environment that supports accountability, professional growth, respectful collaboration, and high quality outcomes.
- Board governance and partnership: Support or collaborate with boards, commissions, Executive Officers, executive teams, or other governing bodies. Guide staff in implementing board directives, preparing accurate and timely meeting materials, coordinating meetings, managing follow up work, and maintaining transparent, effective, and legally compliant governance practices.
- Regulatory interpretation and compliance: Interpret, apply, explain, and support consistent implementation of laws, administrative rules, policies, procedures, and technical requirements. Use sound judgment to identify compliance concerns, evaluate procedural options, ensure fair and consistent processes, and appropriately elevate complex, sensitive, or high risk issues.
- Operational strategy and improvement: Use data, performance measures, workload information, workflow analysis, customer feedback, and staff input to assess operations, identify trends, mitigate risks, establish priorities, and implement sustainable process improvements. Translate organizational priorities into practical work plans, measurable outcomes, and reliable service standards.
- Fiscal accountability and stewardship: Monitor budgets, expenditures, workload demands, and resource needs; forecast operational requirements; and make informed recommendations that align public resources with statutory responsibilities, program goals, and sound financial practices.
- Stakeholder relations and communication: Build productive working relationships with staff, leadership, board members, licensees, applicants, professional organizations, members of the public, and other partners. Communicate with diplomacy, tact, consistency, and professionalism, particularly when explaining complex requirements, responding to concerns, or addressing differing perspectives.
- Public presentation and facilitation: Deliver clear, engaging, and informative presentations in board meetings, trainings, staff meetings, and other public or professional settings. Develop well organized presentation materials that translate complex information into accessible content appropriate for the audience and support understanding, participation, and informed decision making.
- Digital systems and information integrity: Use Microsoft Outlook, Word, Excel, PowerPoint, Adobe, Zoom, licensing databases, document management systems, and other digital platforms to support reliable records, reporting, staff supervision, communication, and operational oversight. Maintain the accuracy, confidentiality, security, and appropriate accessibility of electronic information.
- Demonstrated ability to communicate effectively in public settings by delivering clear, engaging, and informative presentations tailored to diverse audiences, including staff, leadership, and external stakeholders. Skilled in developing professional presentation materials that convey complex information in an accessible and visually compelling manner, ensuring audience understanding and engagement.
MINIMUM QUALIFICATIONS (Education and Experience)
- Demonstrated experience supervising, leading, or coordinating staff in a professional, regulatory, licensing, administrative, public service, legal, financial, or similarly complex environment. Relevant experience should include 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. Candidates should be able to demonstrate 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.
- Demonstrated proficiency using Microsoft Outlook, Word, Excel, PowerPoint, Adobe, Zoom, and similar digital tools. Experience using licensing databases, electronic records systems, document management systems, case management tools, financial systems, or other program databases is preferred.
- Experience handling official, confidential, sensitive, or public records with appropriate discretion, accuracy, records retention practices, and awareness of access, privacy, and documentation obligations.
- 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 is not a substitute for demonstrated skills and competencies in the areas noted above. 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 required skills and competencies, 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 covered by a Voluntary Employee Beneficiary Association (VEBA)
E-Verify: This agency is participating in E-Verify to confirm employment eligibility. After accepting a job offer and completing Form I-9, your information will be submitted to the Department of Homeland Security and Social Security Administration for verification. For more information about E-Verify, please visit the E-Verify website found here, https://www.e-verify.gov/
