Grants Management Systems Specialist II

State of Vermont • Calais, VT

5d • Onsite

About The Position

The Grant Management Systems Specialist II serves as the Vermont Agency of Education's (AOE) primary operations and support specialist for the electronic Grants Management System (GMS) overseen by the Grant's Management Division. This position contributes to the Agency's primary mission as a pass-through entity for federal funds to local education agencies by functioning as a first point of contact for grant applicants, subrecipients, and Agency staff requiring technical or functional assistance. This role works closely with Agency program staff, fiscal staff, and software vendors to identify, investigate, and resolve issues affecting grants administration operations. Additionally, they serve as the Agency's subject matter expert on GMS operations and grant administration processes; providing technical assistance, developing training materials, facilitating training sessions, coordinating user communications, and supporting the implementation of system enhancements and operational improvements. As such, this person exercises independent judgment in troubleshooting, diagnosing, and resolving issues at the intersection of system and business processes, as well as communicating with internal and external Agency users.

Requirements

• Bachelor’s degree or higher in business management, accounting, public administration, or related field AND three (3) or more years of experience with managing grants, public administration, or related field.
• Five (5) or more years of experience with managing grants, public administration, or related field.
• One year (1) or more of experience as a Grants Management Specialist I.

Nice To Haves

• Strong analytical and troubleshooting skills to independently diagnose and resolve complex technical and business-process issues.
• Understanding of grants management systems, software support workflows, and modern customer service principles.
• Highly organized with the demonstrated ability to manage multiple priorities, projects, and timelines simultaneously with minimal supervision.
• Exceptional written, verbal, and presentation skills, with a proven ability to translate complex system logic into clear training materials and user manuals.
• Experience developing diverse learning curricula and facilitating engaging, effective training experiences for statewide audiences.
• Skilled in perspective-taking and collaborative analysis, leveraging insights from diverse stakeholders to drive consensus and inclusive outcomes.
• Ability to work creatively on a diverse team to meet shared objectives while building strong, professional relationships across the education community.
• Sound professional judgment paired with a strict commitment to continuous operational improvement and exceptional customer service.

Responsibilities

• Serve as lead specialist providing first-level GMS technical and business process support to internal and external users.
• Assess, prioritize, and resolve or route incoming requests from the ticketing system to appropriate staff or vendors.
• Maintain detailed support logs and issue histories in compliance with Agency change management and system administration practices.
• Provide prompt, clear guidance on system functionality, issue status, escalation timelines, and available resources to foster strong user relationships.
• Develop and deliver training curricula, coaching sessions, and webinars for diverse internal and external stakeholders.
• Maintain up-to-date user manuals, SOPs, FAQs, and quick-reference guides; distribute timely updates regarding system maintenance or grant requirements.
• Participate in annual grant rollovers, system upgrades, implementation projects, and business process analysis to improve operational efficiency.
• Support User Acceptance Testing (UAT) for new grant applications and coordinate technical resolutions with vendors and staff.
• Maintain shared operational manuals by transcribing technical system updates and documenting workflow modifications.

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