Administrative Services Coordinator I - Interim

State of Vermont • Springfield, VT

3d • Onsite

About The Position

The Administrative Services Coordinator I supports and coordinates administrative and office functions at the Springfield Family Services Division (FSD) office. The role supervises one administrative support staff member and coordinates with Central Office, court and contracted staff, District staff, DCF employees, and community partners. The coordinator interprets and applies relevant rules, regulations, and policies and supports employees in complying with them.

The position handles office, fiscal, and personnel administration, including inventory records, personnel documents, time and attendance records, budget monitoring and recommendations, office records and reports of moderate complexity, weekly vendor billing, and routine correspondence. It addresses operational problems and serves as a liaison with administrative staff on office, fiscal, and personnel matters.

The coordinator evaluates administrative information and workflows, recommends and implements improvements, provides guidance on administrative requirements, and recommends procedure changes to implement management decisions and policies. The work is assistive and extends the capabilities of professional or managerial staff. Work is performed under the general supervision of an administrative superior, with supervision exercised over a small staff of technical and/or clerical subordinates.

This is an interim position anticipated to last six months, possibly longer. Work is performed in a standard office setting.

Requirements

• High school diploma or equivalent and at least two years of experience providing administrative-level support to a business or organization; or one year of full-time college coursework in accounting, business or public administration, office administration, or a closely related field and at least one year of relevant administrative-support experience; or two years of full-time college coursework or an associate's degree in one of those fields; or at least one year of experience as a Vermont State Administrative Services Technician IV.
• Only administrative work experience qualifies. Administrative support includes functions such as accounting, budget management, grant administration, finance, human resources, payroll, purchasing, or space management.
• Pass the background investigation applicable to the position, which may include Vermont and/or national criminal record checks and DMV and adult and child abuse registry checks.
• For some positions, experience with VISION, the State of Vermont PeopleSoft financial management system, may be required.

Nice To Haves

• Supervisory experience.
• Proficiency in Word, Excel, Outlook, and Visio.
• Ability to navigate other computer systems essential to office operations.
• Ability to work well as a member of various teams.
• Strong interpersonal and communication skills.

Responsibilities

• Coordinate administrative support and office functions at the Springfield FSD office.
• Supervise one administrative support staff member and provide supervision to a small staff of technical and/or clerical subordinates.
• Coordinate and collaborate with Central Office, court and contracted staff, District staff, DCF staff, and community partners.
• Interpret and help ensure compliance with applicable rules, regulations, and policies.
• Prepare and maintain complete inventory records and personnel documents.
• Serve as a liaison with administrative staff regarding office, fiscal, and personnel matters.
• Address situations and resolve problems relating to office operations.
• Keep time and attendance records.
• Maintain and monitor the budget, prepare it as needed, and make recommendations and requests regarding office needs.
• Prepare and maintain office records and reports of moderate complexity, including weekly vendor billing.
• Answer routine correspondence as required.
• Evaluate information, recommend administrative improvements, and implement change strategies.
• Guide staff on applying administrative requirements to different situations.
• Recommend changes to office procedures to implement management decisions and policies.
• Identify administrative workflow problems and evaluate and recommend alternative processes.

Benefits

• State-paid medical premium at 80% and a dental plan at no cost for employees and their families.
• 12 paid holidays each year and a generous leave plan.
• State Paid Family and Medical Leave Insurance (FMLI).
• State defined benefit pension plan and deferred compensation 457(b) plan.
• Tuition reimbursement.
• Flexible spending healthcare and childcare reimbursement accounts.
• Low-cost group life insurance.
• Incentive-based wellness program.
• Eligibility as an employer for the Public Service Student Loan Forgiveness Program.

What This Job Offers

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