Administrative Supervisor

State of Montana; Helena (MT); Hybrid; USD 52,000 - 54,000; Full time

Benefits offered by this job

Health Insurance

Paid Leave & Holidays

Retirement Plan

Employee Assistance Program (EAP)

Telework options

Job summary

State of Montana is seeking an Administrative Supervisor within the Professional Licensing Bureau to lead Executive Officer and Board Meeting teams. You will guide staff, set priorities, and ensure governance processes are transparent and compliant with applicable laws and rules.

You will oversee board meetings, coordinate actions, and manage fiscal resources while maintaining high standards of service to licensees, applicants, and the public.

Qualifications

• Experience supervising, leading, or coordinating staff in a complex environment.
• Experience interpreting and applying laws, rules, policies, or regulatory requirements.
• Experience preparing and delivering presentations, reports, or training materials for varied audiences.
• Proficiency with Microsoft Office and licensing databases or document management systems.
• Experience handling confidential or sensitive public records with discretion.
• Bachelor’s degree may supplement experience but is not a substitute for demonstrated skills.

Responsibilities

• Lead and develop staff, setting clear expectations and providing feedback.
• Set priorities and resources for multiple licensing boards and programs.
• Coordinate board meetings, agendas, packets, and minutes.
• Support board directives, rulemaking, and licensing actions with proper documentation.
• Ensure compliance with laws, rules, and governance procedures.
• Identify operational risks and implement practical improvements.

Skills

Supervisory leadership

Board governance

Regulatory interpretation

Operational strategy

Fiscal accountability

Stakeholder relations

Public presentation

Digital systems

Education

Bachelor’s degree in public administration, business, or related field

Tools

Microsoft Outlook

Word

Excel

PowerPoint

Adobe

Zoom

Job description

Job Description - Administrative Supervisor (26142483)

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.

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.

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/

Applicant Pool Statement : If another department vacancy occurs in this job title within six months, the same applicant pool may be used for the selection. Training Assignment : This agency may use a training assignment. Employees in training assignments may be paid below the base pay established by the agency pay rules. Conditions of the training assignment will be stated in writing at the time of hire.

Salary

$37.46 - 39.04 Hourly Telework Eligibility : Telework Eligible (Full-time telework is not available. Telework schedule must be supervisor approved.) Benefits Package Eligibility : Health Insurance, Paid Leave & Holidays, Retirement Plan

Number of Openings

1

Employee Status

Regular

Schedule

Full-Time

Job Type

Standard

Shift

Day Job

Travel

Yes, 25 % of the Time

Primary Location

Helena

Other Locations

Three Forks, Wolf Creek, Cascade, Deer Lodge, East Helena, Butte, Townsend, White Sulphur Springs, Fort Harrison, Augusta, Boulder

Agency

Department of Labor & Industry

Union

000 - None

Posting Date

Closing Date (based on your computer's timezone)

Contact Name : Office of Human Resources | Contact Email : [e-mail] | Contact Phone : [phone] Anyone who needs to request a reasonable accommodation in the application or hiring process should contact the 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.