Administrative Support Supervisor

Overview

To be considered for this position you must complete the state application and attach all required documents through the Montana State Careers site tecareers.mt.gov.

The Montana Department of Public Health and Human Services (DPHHS) has a career opportunity within the Disability Employment and Transitions Division. Vocational Rehabilitation and Blind Services (VRBS) is a program within the Disability Employment Transitions Division (DETD), governed by the Department of Public Health and Human Services. 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.

• 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.
• Meet minimum qualifications:

• 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.

To be considered for a DPHHS position, submit the following required documents with your application on the State of Montana Careers website. When submitting the required documents, you must check the "relevant document" box to ensure your attachments are uploaded correctly to your application for this position.

• Cover Letter – Describe your experience working with individuals who live with disabilities.
• Resume

Successful applicants will be subject to background checks relevant to the position and must pass reference checks before an offer will be extended. DPHHS is an equal opportunity employer. Women, minorities, and people with disabilities are encouraged to apply. For a copy of the full job description or if you need a reasonable accommodation in the application or hiring process, contact DPHHS Human Resources listed below.

This position may be eligible for partial telework within the state of Montana. Specific conditions will be provided by the supervisor and must adhere to state policy.

This position may be eligible for a statutory $1.00 an hour base pay increase effective July 1, 2026.

This position is open until filled with frequent screening of applicants. The first screening of candidates will take place on December 26, 2025.