Job Specification Details

Coordinates the administration of a variety of functions of a division, or moderately sized office. Evaluates and uses information to make recommendations; provide guidance on applying administrative requirements to varying situations; recommend changes to office procedures to adopt management decisions and policies; and identify problems in administrative workflow, evaluate and recommend alternative administrative processes. The work is assistive in nature and focuses on extending the capabilities of professional or managerial positions. Supervision may be exercised over a small staff of technical and/or clerical subordinates. Work is performed under the general supervision of an administrative superior.

Coordinates support and office functions. May supervise clerical or other support staff. May participate in the interviewing/hiring process of lower level clerical or support staff. Interprets rules, regulations and policies to all employees assigned to the office. Prepares and keeps complete inventory records. Prepares personnel documents. Serves as liaison with administrative staff concerning office, fiscal and personnel matters. Addresses all situations and resolves problems relating to the operation of the office. Resolves personnel problems in the office. Represents office at meetings and seminars. Keeps time and attendance records. Maintains, monitors and may prepare budget and makes recommendations and requests regarding needs. Prepares and maintains office records and reports of moderate complexity. Answers routine correspondence as required. Performs related duties as required.

Work is performed in a standard office setting.

Working knowledge of administrative principles and practices including supervisory techniques.

Working knowledge of accounting and budgeting practices.

Working knowledge of modern office management methods, including the application of automated data processing systems to office management problems.

Working knowledge of the principles and practices of personnel administration.

Working knowledge of computer technology and its application to automated systems.

Ability to read and correctly interpret laws, rules, and regulations of moderate complexity.

Ability to exercise discretion in interpreting and applying departmental policies, rules, and regulations.

Ability to communicate effectively orally and in writing.

Ability to establish and maintain effective working relationships.

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).

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