Human Rights Commission Office Administrator

State of Vermont•Calais, VT

5d•$55,000 - $70,000•Hybrid

About The Position

The State of Vermont Human Rights Commission works to enforce Vermont’s anti-discrimination protections, advancing civil rights through investigation, outreach, policy, and education. This crucial position at the Commission manages all office and administrative needs, case data, and public records for our dedicated 10-person team of civil rights professionals.

Requirements

High School Degree and at least 7 years of demonstrated relevant work experience, or Associate’s Degree and at least 5 years of demonstrated relevant work experience, or Bachelor’s degree and at least 3 years of demonstrated relevant work experience
Proficiency with Microsoft Office, Outlook, Word, Excel, Sharepoint, and Adobe Acrobat, and other commonly used software programs.
2 or more years of experience in office administration, customer service, records management, and working within a case management system or similar database.
Top-notch communication skills in person, over the phone, and using email
Ability to multi-task and work in a fast-paced environment with minimal supervision
Excellent organizational skills, time management, and self-sufficiency
Experience compiling data and generating reports for a variety of audiences
Ability to maintain confidentiality of case information as required by law
Conscientious attention to detail and exceptional work ethic

Nice To Haves

Demonstrated commitment to social justice and/or human services
Experience working with diverse populations and individuals from historically marginalized communities
Experience fielding phone calls from members of the public with professionalism, compassion, and cultural sensitivity
Understanding of trauma-informed practices
Familiarity with use of plain language and document accessibility

Responsibilities

Respond to phone calls and email inquiries from the public by answering questions, explaining HRC’s complaint processes, and providing referrals to other agencies and organizations when appropriate
Receive and submit all invoices for payment by the Business Office
Monitor budget-to-actual expenditures, and maintain records of contracts, deposits, and invoice processing
Coordinate with suppliers, vendors, contractors, building management, and IT support as needed
Plan and coordinate monthly Commission meetings, including scheduling, compiling and distributing meeting materials, and arranging logistics
Assist with new employee onboarding
Manage the day-to-day logistics of the office, including maintaining equipment, troubleshooting technology issues, procuring office supplies, etc.
Coordinate incoming and outgoing mail
Assist with other administrative and operational needs as assigned
Create new inquiry and complaint files in HRC’s case management system, and notify complainants and respondents of investigations
Complete necessary fair housing reporting to the U.S. Department of Housing and Urban Development to comply with cooperating agreement requirements
Provide parties with notice of case hearings
Close case files in HRC’s case management system, ensuring that files are complete, accurate, and up to date
Log all new inquiries received from the public in the HRC’s case management system
Collect and compile data needed for monthly, quarterly, and annual reports
Ensure accurate record-keeping, case data, and file organization
Serve as the HRC’s Public Records Officer, responding to requests for public records in accordance with state law
Compile and produce documents in response to public records requests
Maintain an accurate log of public records requests and responses
Coordinate the retention, archiving, and disposition of HRC records in accordance with records-retention requirements