Administrative Services Coordinator IV

State of Vermont • Waterbury, VT

1d • Onsite

About The Position

The Department for Children and Families (DCF) Commissioner's Office is seeking an experienced administrative professional for a key position. This role involves overseeing the Commissioner's calendar, providing project management support, managing consumer concerns and complaints, coordinating central office administrative staff, and handling various office management tasks such as ordering supplies, processing invoices, reconciling p-cards, managing mail, and addressing work order requests. The position also assists with HR processes, including personnel action requests and job postings within SuccessFactors. This position reports to the Business Application Support Manager and requires in-office presence to directly support the Commissioner. Teleworking may be possible but is contingent on the Commissioner's schedule and needs. 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.
• OR 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.
• OR 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.
• OR 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.
• OR 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 consumer concerns and complaints by 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.

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: Mid Level