Human Rights Commission Office Administrator Job Listing at State of Vermont in Montpelier, VT (Job ID B9A5727E-14B8-4)

Description

How to Apply

Send cover letter, resume, and list of references to HRC Executive Director Big Hartman at big.hartman@vermont.gov by August 31, 2026.

Overview

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. 

Description

Office Management
•    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

Case Management
•    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

Data and Public Records Management
•    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

Working Conditions: 
This is a full-time exempt position working 40 hours per week Monday through Friday. Duties are performed primarily at the HRC office in Montpelier with some flexibility for hybrid work. Incumbents must be adaptable, able to multi-task, handle difficult callers with compassion, work within tight time-limits, and demonstrate initiative and follow-through in all aspects of the role.

Compensation

The salary range for this position is $55,000 - $70,000, depending on experience. This is a full-time, 40 hour per week position. The position is eligible for State of Vermont employee health insurance, retirement and other benefits, and includes a generous paid leave package for Human Rights Commission employees.

Minimum 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

Preferred Qualifications

•    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

Equal Opportunity Statement 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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