Administrative Services Coordinator II

State of Vermont • Saint Johnsbury, VT

12d • Onsite

About The Position

The position will be based in the St. Johnsbury Probation and Parole field office, Monday through Friday, and plays a key role in supporting daily operations.  This role involves frequent interactions with members of the public and community partners.  Essential duties:
 

Requirements

• High School diploma or equivalent AND three (3) years or more of experience providing administrative-level support to a business or organization.
• OR
• One year of full-time college level study in accounting, business or public administration, office administration or a related field AND two (2) years or more of experience providing administrative-level support to a business or organization.
• OR
• Two years of full-time college level study OR an associate's degree or higher in accounting, business or public administration, office administration or a related field AND one (1) year or more of experience providing administrative-level support to a business or organization.
• OR
• Three years or more of full-time college level study OR a bachelor's degree in accounting, business or public administration, office administration or a related field.
• OR
• One (1) year or more of experience as an Administrative Services Coordinator I with the State of Vermont.
• NOTE: 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).

Responsibilities

• Perform a wide range of administrative functions to support daily operations of the St. Johnsbury Probation and Parole Office, including reception, mail processing, and telephone communication
• Serve as a professional point of contact for members of the public, supervised individuals, and community partners
• Process, maintain, and safeguard legal documents in accordance with departmental policies and statutory requirements
• Ensure accurate and timely booking and release entries for all daily intakes and releases
• Monitor office expenditures, process purchase requests, track invoices, and maintain financial records
• Assist the District Manager with quarterly budget reviews and preparation for future fiscal year planning
• Process confidential record check requests for offenders, volunteers, and employees while adhering to strict confidentiality standards
• Navigate recruitment and payroll systems to support personnel actions, manage recruitment lists, and review timesheets for accuracy
• Maintain office equipment inventory and coordinate quarterly site visits with Information Technology staff
• Maintain supervised individual case files and ensure documentation is complete, accurate, and properly stored
• Process expungement and sealing of supervised individual records in compliance with legal requirements
• Submit, record, and track supervision fees in accordance with established procedures
• Utilize the Vermont Judicial Portal and Odyssey File and Serve for court-related documentation and filings
• Collaborate with courts, attorneys, law enforcement agencies, and community partners to support case flow and office operations
• Provide clear, professional communication and high-quality customer service in a public-facing environment
• Work independently, manage multiple priorities, and maintain accuracy in a fast-paced setting
• Uphold confidentiality requirements and demonstrate sound ethical judgment in all duties

Benefits

• 80% State paid medical premium and a dental plan at no cost for employees and their families
• Work/Life balance: 12 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
• Number of Employees: 101-250 employees