Administrative Services Coordinator II - Limited Service

State of Vermont • Calais, VT

12d • Hybrid

About The Position

The Administrative Operations team within the Secretary's Office of the Agency of Digital Services (ADS) is seeking an Administrative Services Coordinator II to support ADS's daily operations and provide high-quality administrative assistance agency-wide. The role includes workplace operations, space coordination, employee transitions, documentation, and tracking. It is suited to someone who is organized, responsive, detail-oriented, and comfortable balancing multiple priorities in a dynamic environment.

The position is based primarily in Montpelier, with in-office work required at least three days per week. The schedule is subject to agency needs and discretion. The role combines independent work and collaboration, requiring the successful candidate to understand the broader need behind assignments and proactively consider next steps to support staff and agency operations.

ADS has five divisions and more than 380 employees and provides technology services that support state government. Its centralized AdminOps function supports staff and leadership with professional development, communications, facilities coordination, process improvement, workforce initiatives, and general administrative support. This is a non-tenured Limited Service position authorized for a specific period of time and established for specially funded projects or programs.

Requirements

• High school diploma or equivalent and at least three years 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 at least two years of qualifying experience; OR two years of full-time college-level study or an associate's degree or higher in one of those fields and at least one year of qualifying experience; OR three or more years of full-time college-level study or a bachelor's degree in one of those fields; OR at least one year of experience as an Administrative Services Coordinator I with the State of Vermont.
• Only administrative work experience qualifies. Administrative support includes functions that keep an organization running or provide resources for programmatic work, such as accounting, budget management, grant administration, finance, human resources, payroll, purchasing, or space management.
• Demonstrated customer service and professionalism.
• Strong organization and attention to detail.
• Effective and respectful communication with a wide range of people.
• Ability to manage competing priorities and meet deadlines.
• Ability to work independently while contributing to a supportive team environment.
• Effective follow-up to move tasks and processes forward, including across teams and partner organizations.
• Initiative and ability to anticipate next steps.
• Problem-solving ability and interest in helping others navigate administrative processes.
• Flexibility and effectiveness in a fast-paced, changing environment.
• Ability to build strong working relationships with colleagues and partner agencies.
• Positive, enthusiastic, service-oriented approach.
• For some positions, experience working with the VISION system may be required.

Responsibilities

• Provide timely administrative support for day-to-day office needs and agency operations.
• Assist with employee pre-onboarding, onboarding, and offboarding activities.
• Respond to staff questions and provide guidance on administrative processes.
• Coordinate document preparation, tracking, and scheduling support.
• Maintain administrative records, tracking tools, and process documentation.
• Support facilities, building, shared workspace, and property coordination to maintain functional, safe, and welcoming office spaces.
• Coordinate with internal staff and external partners, including the Department of Buildings and General Services.
• Identify, track, and follow up on office space or facility-related issues.
• Provide customer service to ADS employees, leadership, and partner agencies.
• Use office productivity tools, shared inboxes, and tracking systems to manage requests.
• Build professional relationships across ADS and with external partners, including the Department of Human Resources.
• Communicate clearly and professionally, verbally and in writing.
• Support internal communications on administrative operations and agency initiatives.
• Support short-term projects assigned by the AdminOps Director or the Secretary's Office.
• Assist with process improvement efforts and administrative initiatives.
• Help identify opportunities to improve workflows, communication, and staff support.
• Track assigned tasks through to completion within established deadlines.

Benefits

• 80% State-paid medical premium 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
• 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: Mid Level
• Education Level: High school or GED