Administrative Services Manager I - Limited Service

State of Vermont•Waterbury, VT

32d

About The Position

The Administrative Services Manager I will play a crucial role in supporting the Agency of Human Services (AHS) by assisting in various administrative functions related to contract management, procurement, asset management, drafting, and grant administration. This position will work closely with the Administrative Services Manager III to ensure efficient and compliant management of contracts, procurement processes, and grant activities. The ideal candidate will possess excellent interpersonal skills and the ability to manage tight deadlines effectively. As the Administrative Services Manager I at the Agency of Human Services - Central Office (AHS-CO), you will be instrumental in supporting the agency's administrative functions, particularly in contract management, procurement, asset management, drafting, and grant administration. You will work closely with the Administrative Services Manager III to ensure that all contracts are created, processed, and tracked efficiently, while also monitoring the status of open procurements and tracking contract expiration dates to facilitate timely renewals or amendments. Your role will involve maintaining compliance with applicable statutes and Agency of Administration Bulletins, ensuring that contract templates are completed for all new contracts. You will manage and maintain open Requests for Proposals (RFPs) and contract requests, handling the collection, filing, and processing of required forms. Additionally, you will assist in the procurement of goods and services for AHS-CO and maintain an inventory of all agency assets, such as laptops, monitors, and cellphones. This position is also responsible for the coordination of AHS - Central Office on boarding and off boarding activities. Collaboration will be key as you work with the Admin Services Manager III to track requests for information and data related to the VTBuys system from all six AHS departments, assisting with data input as needed. Your responsibilities will extend to ensuring the completion and routing of documentation for authority approval and managing the removal of surplus equipment. You will conduct monthly contract tracking by running expenditure reports for each contract under AHS oversight, updating tracking sheets, and sharing data as requested. Furthermore, you will assist in drafting contracts, agreements, and other related documents to support AHS operations, and support grant administration by preparing, submitting, and monitoring grant applications and reports, ensuring compliance with grant requirements and timelines. In this role, your excellent interpersonal skills and ability to manage tight deadlines will be crucial as you navigate the diverse and dynamic environment of the AHS-CO.

Requirements

Excellent interpersonal skills
Ability to manage tight deadlines effectively

Responsibilities

Ensure efficient and compliant management of contracts, procurement processes, and grant activities.
Ensure that all contracts are created, processed, and tracked efficiently.
Monitor the status of open procurements and tracking contract expiration dates to facilitate timely renewals or amendments.
Maintain compliance with applicable statutes and Agency of Administration Bulletins.
Ensure that contract templates are completed for all new contracts.
Manage and maintain open Requests for Proposals (RFPs) and contract requests, handling the collection, filing, and processing of required forms.
Assist in the procurement of goods and services for AHS-CO and maintain an inventory of all agency assets, such as laptops, monitors, and cellphones.
Coordinate AHS - Central Office on boarding and off boarding activities.
Work with the Admin Services Manager III to track requests for information and data related to the VTBuys system from all six AHS departments, assisting with data input as needed.
Ensure the completion and routing of documentation for authority approval and managing the removal of surplus equipment.
Conduct monthly contract tracking by running expenditure reports for each contract under AHS oversight, updating tracking sheets, and sharing data as requested.
Assist in drafting contracts, agreements, and other related documents to support AHS operations.
Support grant administration by preparing, submitting, and monitoring grant applications and reports, ensuring compliance with grant requirements and timelines.