Administrative Services Manager I

State of Vermont•Calais, VT

9d•Onsite

About The Position

The Department of Housing and Community Development (DHCD) is seeking an experienced, highly organized, detail-oriented, and collaborative grants and operations professional to help administer approximately $35 million in annual state investments benefiting municipalities, Regional Planning Commissions, downtown organizations, nonprofit partners, and private-sector grantees across Vermont. The work directly supports statewide initiatives that expand housing opportunities, revitalize downtowns and village centers, strengthen municipal planning, improve infrastructure, and foster vibrant, resilient communities throughout Vermont. This position is a key member of the team, managing the administrative and fiscal systems that oversee more than 200 grants, contracts, and agreements, ensuring programs are delivered efficiently, responsibly, and in full compliance with state requirements. Success in this role requires exceptional attention to detail, strong organizational skills, and the ability to manage multiple complex workstreams. Working closely with program managers, fiscal staff, legal counsel, department leadership, and external partners, the successful candidate will coordinate grant agreements, grant plans, procurements, budgets, amendments, reimbursements, and reporting while maintaining the operational systems that keep complex programs running smoothly. They will identify opportunities to improve business processes, strengthen internal controls, and enhance the Department's operational effectiveness. In addition to overseeing day-to-day grant operations, the position supports quarterly Community Investment Board meetings, coordinates conferences and events, maintains ADA-compliant web content, and helps improve team workflows and organizational capacity. A successful candidate is someone who enjoys building systems, solving operational challenges, anticipating issues before they arise, and ensuring important details are never overlooked. The ideal candidate will bring experience managing complex grants, contracts, budgets, or public-sector programs and be a proactive problem-solver with exceptional organizational skills, attention to detail, sound judgment, and a commitment to public service. For someone who enjoys combining strategic thinking with hands-on implementation, this position offers an opportunity to play a central role in delivering programs that have a lasting impact on communities across Vermont.

Requirements

Bachelor's degree in accounting, business or public administration, office administration or a related field and two years 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 years 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 year as an Administrative Services Coordinator IV with the State of Vermont.
Additional professional administrative-level experience or higher will substitute for the bachelor's degree on a year for year basis.
Only administrative work experience is qualifying. Administrative services 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).
Experience working with the VISION system (VISION is the State of Vermont PeopleSoft financial management system) may be required.

Nice To Haves

Exceptional attention to detail
Strong organizational skills
Ability to manage multiple complex workstreams
Proactive problem-solver
Sound judgment
Commitment to public service
Experience combining strategic thinking with hands-on implementation

Responsibilities

Managing the administrative and fiscal systems that oversee more than 200 grants, contracts, and agreements.
Coordinating grant agreements, grant plans, procurements, budgets, amendments, reimbursements, and reporting.
Maintaining the operational systems that keep complex programs running smoothly.
Identifying opportunities to improve business processes, strengthen internal controls, and enhance the Department's operational effectiveness.
Supporting quarterly Community Investment Board meetings.
Coordinating conferences and events.
Maintaining ADA-compliant web content.
Helping improve team workflows and organizational capacity.