Administrative Supervisor
Administrative Supervisor
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Not Disclosed
Salary Not Disclosed
1 Vacancy
Job Description
This position may be eligible for the statutory increase effective July 1 2025.
Work Unit Overview:
The mission of the Montana Department of Natural Resources and Conservation (DNRC) is to ensure that Montanas land and water resources provide benefits for present and future generations.The Conservation and Resource Development Division(CARDD) provides technical and financial assistance to local governments state agencies and private citizens to implement the agency mission.The Divisions organization isdescribed inARM 36.1.101
Purpose of the job:
The Administrative Specialist Supervisor for CARDD is responsible for completing vital administrative and fiscal tasks associated with grant administration and providing technical assistance to grantees and program personnel utilizing knowledge of state and federal grant administrative requirements state procurement laws government accounting auditing technical writing and automated budget and accounting position reports to the Deputy Administrator of Programs and works closely with the various grant program managers and other fiscal and administrative staff.
Essential Functions (Major Duties or Responsibilities):These job functions are the essential duties of the position and are not all-inclusive of all the duties that may be assigned to the incumbent.
Grant Administration Monitoring and Technical Assistance
1. Analyze evaluate and document grant data including accomplishment reports and accounting records to meet state and federal monitoring and reporting requirements and to provide data as requested to other DNRC includes creating implementing and maintaining grant management and tracking systems and tools managing and analyzing large amounts of data identifying and correcting discrepancies and resolving problems in coordination with program managers and accounting staff.
2. Monitor and analyze agreements within the programs to ensure that they meet state and federal requirements follow internal control policies and are updated as grant and contract deadlines and oversee that programs have the resources they need to ensure grant grant recipient/subrecipient compliance and monitoring across grant and loan programs.
3. Coordinate review and publish grant and loan reports financial and performance using online grant management with individual programs to meet the financial and performance reporting requirements required by state or federal law.Maintain and update program websites using content management systems.
4. Review administrative and operational changes procedures and adequacy of administrative and operational services and recommend identified improvements to managers or other impacts resulting from administrative or operational changes or proposed changes to policy rule or legislation.
5. Participate in the ongoing review and revision of CARDD policy procedures forms and manuals regarding the administration of grants and loans and monitoring of awards. Coordinate special projects and activities including completing research identifying issues making minor changes recommending major changes and following up on changes to determine the consistent use of best practices throughout DNRCs grant and loan programs by providing templates and desk manuals.
6. Oversee that financial and reporting requirements are met by working with program specialists on using templates designed to meet internal control various grant and loan templates accurately completely and in conformity with existing grant and administrative requirements.
7. Provide division support of contract procurement to ensure division staff are following the proper internal and state level procurement projects and provide assistance to teams preparing procurement procurement with agency legal and financial services.
Records Management
Ensure that Division record retention schedules are maintained and its records are maintained includes maintaining grant and loan files both hardcopy and electronic consistently across the division and review changes to state or federal recordkeeping requirements to keep the divisions recordkeeping system will involve working with program staff to ensure consistency and working with grantees or loan recipients on recordkeeping requirements and best management practices.
Supervision -This position supervises 3 staff.
All applicants must submit the following (only electronic materials will be accepted):
- Resume
- Cover Letter
HELPFUL HINT: You must check the relevant document box to ensure your attachments are uploading correctly to the specific application.
DNRC Benefits:
- Paid Vacation Sick Leave and Holidays
- Health Dental Prescription and Vision Coverage
- Retirement Plans
- Public Service Loan Forgiveness (PSLF) Employment with the State of Montana may qualify you to receive student loan forgiveness under the PSLF.
If you have any questionsor would like to review the job description for this position please email Becky Quick at
Minimum Qualifications (Education and Experience):List the required education and experience required for the first day of work including alternative methods of acquiring minimum qualifications.
- A bachelors degree in business administration public administration accounting finance economics or a related field.
- One year of directly related work experience.
- Other combinations of education or experience may be substituted.
Core Competencies:
These duties require knowledge of basic auditing processes; skill in researching analyzing and interpreting complex information; proficiency in Microsoft Office 365 suite; and the ability to communicate effectively verbally and in writing with a wide variety of audiences. Knowledge of grants management and contract administration; program management concepts and procedures; procurement process and law. This position requires the ability to work with public and agency managers and communicate effectively verbally and in writing; to assimilate technical information evaluate this information and make recommendations as to what action to take; to plan organize and manage a variety of projects.
Special Information:Candidates must be eligible to work in the United States. A valid drivers license is required with less than 12 conviction points in the most recent completed 36 months.
Eligibility to Work: In accordance with the Immigration Reform and Control Act the person selected must produce within three days of hire documents that show authorization to work in the United States. Examples of such documentation include a birth certificate or Social Security card along with a drivers license or other picture I.D. or a U.S. passport or a green card. The state of Montana does not sponsor.
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 agencys 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.
Required Experience:
Manager
Employment Type
Full Time
