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Administrative Supervisor

3 months ago

Helena, United States State of Montana Full time
Administrative Supervisor-(24142073)

Work Unit Overview:

The mission of the Montana Department of Natural Resources and Conservation (DNRC) is to ensure that Montana's 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 Division’s organization is described in

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 systems.The 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):

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 staff.This 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 necessary.Track grant and contract deadlines and oversee that programs have the resources they need to ensure grant compliance.Coordinate 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 systems.Coordinate 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 policies.Determine adequacy of administrative and operational services and recommend identified improvements to managers or other executives.Research 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 impact.Promote the consistent use of best practices throughout DNRC’s 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 policies.Prepare 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 procedures.Track procurement projects and provide assistance to teams preparing procurement documents.Coordinate procurement with agency legal and financial services.

Records Management

Ensure that Division record retention schedules are maintained, and its records are maintained accordingly.This includes maintaining grant and loan files, both hardcopy and electronic, consistently across the division programs.Research and review changes to state or federal recordkeeping requirements to keep the division’s recordkeeping system current.This 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 2.5 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. Look here, to learn more and see if you may qualify

If you have any questions or would like to review the job description for this position, please email Becky Quick at Rebecca.Quick@mt.gov

Minimum Qualifications (Education and Experience):

A bachelor’s 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 driver's 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 driver’s license or other picture I.D., or a U.S. passport, or a "green card". The state of Montana does not sponsor.