Administrative Services Coordinator IV Job Listing at State of Vermont in Waterbury, VT (Job ID 89BB1E22-93B9-4)

Description

Overview

Who We Are: 

The Department for Children and Families (DCF) is made up of six divisions/offices. We are the largest department with 1,000 employees and are within the largest agency (Agency of Human Services) in the State of Vermont. We provide benefits and services related to child care, child development, economic assistance, child support, and child safety. To learn more, visit our website at Vermont Department for Children and Families (DCF).  

 

The Role:

The Department for Children and Families (DCF) Commissioner's Office is seeking an experienced administrative professional.

 

This key position involves: 

• Calendar Management: Oversee the Commissioner's calendar by scheduling appointments and assessing priorities.  
• Project Management Support: Assist with basic project management tasks, including creating project plans and timelines.
• Consumer Concerns and Complaints: Manage the process by answering constituent calls, tracking complaints, and ensuring timely resolution with staff.
• Central Office Coordination: Serve as the main contact for central office admin staff in the department, providing guidance and support to ensure consistency in administrative functions.
• Office Management: Handle office tasks such as ordering supplies, processing invoices, reconciling p-cards, managing mail, and addressing work order requests.
• Hiring, Onboarding, and Offboarding: Assists with HR processes, including processing of personnel action requests and handling postings within SuccessFactors.  

 

This position reports to the Business Application Support Manager and requires in-office presence to directly support the Commissioner. While teleworking may be possible, it is contingent on the Commissioner's schedule and needs, which can change with little notice. This position is designated as confidential.  

 

Needed Skills 

Please describe your experience with these skills, including your level of expertise, in your cover letter or resume. 

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.

Who May Apply

This position, Administrative Services Coordinator IV (Job Requisition #54904), is open to all State employees and external applicants.
If you would like more information about this position, please contact nya.pike@vermont.gov
Resumes will not be accepted via e-mail.  You must apply online to be considered.
Please note that multiple positions in the same work location may be filled from this job posting.

AHS BACKGROUND CHECKS:  Candidates must pass any level of background investigation applicable to the position.  In accordance with AHS Policy 4.02, Hiring Standards, Vermont and/or national criminal record checks, as well as DMV and adult and child abuse registry checks, as appropriate to the position under recruitment, will be conducted on candidates, with the exception of those who are current classified state employees seeking transfer, promotion or demotion into an AHS classified position or are persons exercising re-employment (RIF) rights.

Environmental Factors

Work is performed in a standard office setting.

Minimum Qualifications

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.

NOTE: 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).

Special Requirements

For some positions experience working with the VISION system (VISION is the State of Vermont PeopleSoft financial management system) may be required.

Total Compensation

As a State employee you are offered a great career opportunity, but it's more than a paycheck. The State's total compensation package features an outstanding set of employee benefits that are worth about 30% of your total compensation, including:

• 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

Want the specifics? Explore the Benefits of State Employment on our website.

Equal Opportunity Employer The State of Vermont celebrates diversity, and is committed to providing an environment of mutual respect and meaningful inclusion that represents a variety of backgrounds, perspectives, and skills. The State does not discriminate in employment on the basis of race, color, religion or belief, national, social or ethnic origin, sex (including pregnancy), age, physical, mental or sensory disability, HIV Status, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, past or present military service, membership in an employee organization, family medical history or genetic information, or family or parental status. The State's employment decisions are merit-based. Retaliatory adverse employment actions by the State are forbidden.

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