Administrative Services Coordinator IV

State of Vermont•Waterbury, CT

4d•Onsite

About The Position

The Department for Children and Families (DCF) Commissioner's Office is seeking an experienced administrative professional. This key position involves calendar management, project management support, managing consumer concerns and complaints, central office coordination, office management, and assisting with HR processes like hiring, onboarding, and offboarding. This position reports to the Business Application Support Manager and requires in-office presence to directly support the Commissioner. While teleworking may be possible, it is contingent on the Commissioner's schedule and needs, which can change with little notice. This position is designated as confidential.

Requirements

Demonstrated experience using Microsoft Excel to create and maintain trackers, sort and filter data, and apply basic to intermediate formulas.
Proficiency in Microsoft Outlook, including scheduling, rescheduling, managing complex calendars, working with shared inboxes, and setting up mailbox rules.
Proficiency in Microsoft Word, including formatting long and complex documents (e.g., reports, manuals, policies). Formatting involves things like setting styles, generating table of contents, adding section breaks.
Experience with applying Web Content Accessibility Guidelines (WCAG) to digital content.
Experience quickly learning and navigating new systems and platforms, (e.g., DocuSign, a learning management system).
Experience troubleshooting common workplace technology issues across devices, software, and meeting platforms, such as setting up phones or computers, resolving audio or video issues during meetings, connecting to printers or shared drives, and assisting with basic software or access problems.
Bachelor's degree in accounting, business or public administration, office administration or a related field AND one (1) year or more of experience providing professional administrative-level services to a business or organization which included an accounting or budgeting function and experience as a supervisor of clerical or administrative staff.
Bachelor's degree AND four (4) years or more of experience providing professional administrative-level services to a business or organization which included an accounting or budgeting function and experience as a supervisor of clerical or administrative staff.
Two years of full-time college work OR an associate's degree or higher AND six (6) years or more of experience providing professional administrative-level services to a business or organization which included an accounting or budgeting function and experience as a supervisor of clerical or administrative staff.
High School diploma or equivalent AND eight (8) years or more of experience providing professional administrative-level services to a business or organization which included an accounting or budgeting function and experience as a supervisor of clerical or administrative staff.
One (1) year or more of experience as an Administrative Services Coordinator III with the State of Vermont.

Nice To Haves

Experience working with the VISION system (VISION is the State of Vermont PeopleSoft financial management system) may be required for some positions.

Responsibilities

Oversee the Commissioner's calendar by scheduling appointments and assessing priorities.
Assist with basic project management tasks, including creating project plans and timelines.
Manage the process of answering constituent calls, tracking complaints, and ensuring timely resolution with staff.
Serve as the main contact for central office admin staff in the department, providing guidance and support to ensure consistency in administrative functions.
Handle office tasks such as ordering supplies, processing invoices, reconciling p-cards, managing mail, and addressing work order requests.
Assist with HR processes, including processing of personnel action requests and handling postings within SuccessFactors.