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State of Montana Child Care Licensing Administrative Technician (00955) in Helena, Montana

This position provides administrative and technical program support to the Licensure Bureau for all health care and childcare facilities and services. Responsibilities include oversight and ongoing review of the initial and renewal processes for all child care license types that are participating in the Best Beginnings program; providing technical assistance to providers and consumers of child care facilities and services; assisting in developing policies and procedures related to the legally certified provider; and providing office support services to the Early Childhood and Family Services Bureau and some support functions for the Early Childhood and Family Support Division.

Major Duties or Responsibilities:

Administrative Program Support

  • Provides assistance with initial and renewal processes for the licensing processes for new and existing childcare applicants on a statewide basis. Reviews applications, contacts applicant for additional information if needed, and enters and maintains information in the program database. Provides additional support to Child Care providers, as necessary.

  • Assists the public who may be seeking childcare services, facility licensure, or inquiring about the license status of a facility.

  • Provides information and assistance to providers and consumers of childcare facilities and services.

  • Provides accurate technical and legal information and necessary referral information to childcare providers and potential providers.

  • Conducts the criminal and driver services history background checks.

  • Functions as the pass-through agent for the Child Care Licensing Program when an FBI background check, or an interstate check, is required. Processes fingerprint cards according to proper protocol.

  • Receives and documents complaints from the public regarding childcare facilities and distributes it to appropriate agency personnel.

  • Provides assistance in the development and demonstration of policies and procedures within the childcare licensing program.

  • Provides administrative support services to the bureau including development and ongoing tracking of all new and existing provider applications, correspondence, proof reading, editing, answering the telephone, email correspondence, and technical support to childcare field staff.

Technical Program Support

  • Enters and maintains initial material required for childcare facility staff approval into the CCUBS system prior to license/registration approval. Responsible for follow-up with any renewal information.

  • Provides assistance with data entry of new caregivers.

  • Records changes in license/registration status, and other changes which require a new certificate to be printed.

  • Maintains system integrity by regularly reviewing key indicators of compliance, compiling statistical information, and working as part of a team to revamp indicators and process in accordance with department policy.

  • Develops, maintains, and analyzes data reports.

Physical and Environmental Demands: This position works in a typical office environment and requires extensive keyboarding. This position requires some travel for purposes of assisting field staff in office operations, technical assistance with computers, and other identified administrative needs. There may be lifting associated, not to exceed 50 lbs.

Knowledge, Skills and Abilities (Behaviors):

Required for the first day of work:

  • Knowledge of office procedures.

  • Knowledge of database management.

  • Excellent written and verbal communication skills.

  • Effective decision-making and problem-solving skills.

  • Ability to work effectively with others.

  • Ability to provide effective and professional customer service.

  • Ability to use professional judgment and discretion in decision making.

  • Ability to maintain confidentiality and recognize potentially sensitive issues.

  • Ability to organize and prioritize work.

  • Ability to multitask.

  • 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.

  • Ability to assimilate to a growing and changing work environment.

Qualifications - External

Required Minimum Education and Experience:

  • High school diploma or equivalent

  • One to two years of job-related work experience

  • Experience using Excel is preferred.

  • Other directly related combinations of education/experience may be considered.

/Women (and/or) minorities may be under-represented in this position and are encouraged to apply./

/To be considered for any DPHHS Agency position, applicants must complete and submit their application online, as well as upload any required application materials. Successful applicant(s) are required to successfully pass all DPHHS specific background check(s) relevant to each position./

Materials Required of Applicants:

(To be considered in this pool, please submit the following)

  • Resume

  • Cover letter

On your first day of work in the office, the Department will provide you with a cloth face covering. You may also bring and wear your own face coverings. Please be advised, all DPHHS employees are required to wear masks/face coverings while at work in the office and outside the office in official employee capacity.

Job: *Office/Administrative/Clerical

Title: Child Care Licensing Administrative Technician (00955)

Location: Helena

Requisition ID: 21140674