Administrative Services Coordinator I

State of Vermont • Calais, VT

9d • Onsite

About The Position

This position serves as the Forestry Division's front-line staff person in the Montpelier office. This person provides administrative support to the Director of Forests, coordinates Operations duties for the division, and works with staff and the public in the Forest Economy and Urban & Community Forestry programs. This person will play a vital role in supporting and promoting the division's core mission. The ideal candidate brings operational management experience, a positive professional approach, shows initiative, works effectively in a dynamic environment, and shares an interest in the department's mission.

Requirements

• High School diploma or equivalent AND two (2) years or more of experience providing administrative-level support to a business or organization.
• One year of full-time college coursework in accounting, business or public administration, office administration or closely related field AND one (1) year or more of experience providing administrative-level support to a business or organization.
• Two years of full-time college coursework OR and associate's degree in accounting, business or public administration, office administration or closely related field.
• One (1) year or more of experience as an Administrative Services Technician IV with the State of Vermont.
• Only administrative work experience is qualifying. Administrative support includes those functions which keep the organization running or provide the resources for others to provide the programmatic work (e.g., accounting, budget management, grant administration, finance, human resources, payroll, purchasing, or space management).

Nice To Haves

• Experience with Microsoft 365
• Previous office and/or operations experience
• Interest in continuous improvement
• Ability to conceptualize operational needs, identify necessary resources, and then develop a feasible plan of attainment and operation.
• Detail oriented
• Motivated
• Very strong organizational skills
• Interest in enhancing the efficiency of our office
• Strong interpersonal skills
• Ability to work effectively both independently and as part of a team

Responsibilities

• Serve as the first point of contact for the public by phone and email. Respond to inquiries for assistance, or direct those inquiries to the appropriate staff person, online resource, or appropriate location.
• Provide a wide variety of administrative support, including proofreading and editing documents, meeting planning and support, purchasing, mailings, supply ordering, and other office-related duties.
• Review and route performance evaluations, travel authorizations, and other related HR paperwork. Use DocuSign to acquire signatures.
• Handle Operations duties, including coordinating Forestry fleet management, safety gear purchasing and training tracking, IT purchases and asset tracking, software licensing, state licensing requirements, and FPR apparel wear purchasing.
• Learn and maintain multiple databases for a variety of Forestry programs and keep resource documents current.
• Serve as the point person for the Forestry SharePoint site, editing as needed and keeping resources current.
• Participate in Administrative Services team meetings, and coordinate work with other members around the state.

Benefits

• 80% State paid medical premium and a dental plan at no cost for employees and their families
• Work/Life balance: 11 paid holidays each year and a generous leave plan
• State Paid Family and Medical Leave Insurance (FMLI)
• Two ways to save for your retirement: A State defined benefit pension plan and a deferred compensation 457(b) plan
• Tuition Reimbursement
• Flexible spending healthcare and childcare reimbursement accounts
• Low cost group life insurance
• Incentive-based Wellness Program
• Qualified Employer for Public Service Student Loan Forgiveness Program

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED