Title:  Administrative Services Coordinator II

Overview

We are seeking a proactive and detail-oriented candidate to provide high-level administrative support to the Director and Assistant Directors of Workforce Development.  The Workforce Development division maintains a presence in 11 communities across the state and employs approximately 80 people. 

 

The ideal candidate will be highly organized, possess exceptional communication skills, and thrive in a fast-paced environment. This role is crucial in ensuring seamless coordination of administrative activities and contributing to the overall efficiency and success of the Workforce Development Division.

 

The position is an office position, based in Montpelier.
Prior experience as an executive assistant, or administrative assistant preferred.
Experience with Microsoft Suite of tools, including with delegated calendar and e-mail access is preferred.

 

This role is expected to:
Serve as main liaison between division leaders and internal/external stakeholders.
Proactively anticipate and promptly resolve issues.
Assist in planning events, conferences, and team-building activities.
Prepare reports, presentations, and correspondence.
Support special projects and initiatives assigned by division leaders.
Coordinate materials for meetings, presentations, and conferences.
Arrange travel and accommodations for leaders and team.
Maintain office equipment and manage supplies.
Handle incoming inquiries and ensure proper routing.
Manage sensitive and confidential information.
Manage leaders' calendars and prioritize meetings.
Organize meetings, coordinate logistics, and prepare materials.
Perform general administrative tasks including filing and data entry.
Manage multiple projects concurrently, ensuring completion.
Assist leaders with HR related activities, including managing job postings, scheduling interviews, onboarding and employee record maintenance.

Who May Apply

This position, Administrative Services Coordinator II (Job Requisition #50592), is open to all State employees and external applicants.
If you would like more information about this position, please contact jay.ramsey@vermont.gov.
Please note that multiple positions in the same work location may be filled from this job posting.
Resumes will not be accepted via e-mail. You must apply online to be considered.

Environmental Factors

Work is performed in a standard office setting.

Minimum Qualifications

High School diploma or equivalent AND three (3) years or more of experience providing administrative-level support to a business or organization.

 

OR

 

One year of full-time college level study in accounting, business or public administration, office administration or a related field AND two (2) years or more of experience providing administrative-level support to a business or organization.

 

OR

 

Two years of full-time college level study OR an associate's degree or higher in accounting, business or public administration, office administration or a related field AND one (1) year or more of experience providing administrative-level support to a business or organization.

 

OR

 

Three years or more of full-time college level study OR a bachelor's degree in accounting, business or public administration, office administration or a related field.

 

OR

 

One (1) year or more of experience as an Administrative Services Coordinator I with the State of Vermont.

 

NOTE: Only administrative work experience is qualifying. Administrative support 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).

Preferred Qualifications

•    Proven experience as an Administrative Assistant, Administrative Coordinator, or similar role supporting an executive.
•    Proficiency in MS Office Suite (Word, Excel, Outlook, PowerPoint) and other office management software, including delegated calendars and electronic mailboxes
•    Excellent organizational and time management skills with the ability to prioritize tasks.
•    Strong verbal and written communication skills.
•    Bachelor's degree in Business Administration or relevant field is preferred, but willing to consider someone with skills gained via other routes.

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.