Job Specification Details

Coordinates the administration of a variety of functions of a major division, or moderately sized office or department. 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. Supervision is exercised over clerical and/or administrative subordinates. Work is performed under the general supervision of an administrative superior.

Coordinates support and office functions. Supervises clerical or administrative staff including participating in the interviewing and hiring process. Assists in the formulation and recommendation of policies relative to management; may assist in the implementation of policies upon approval; and may assist in evaluating effectiveness. Interprets rules, regulations and policies to all employees assigned to the office. Prepares and keeps complete inventory of all items purchased by an office. Prepares personnel documents, or may be responsible for personnel administration. 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 ledger of budgeted expenditures and makes recommendations and requests regarding needs. Prepares and maintains office records and reports of moderate to difficult complexity. May be responsible for budget development, analysis or ongoing monitoring to ensure compliance with budget limits. Answers correspondence as required. Performs related duties as required.

Work is performed in a standard office setting.

Considerable knowledge of administrative principles and practices, including supervisory techniques.

Considerable knowledge of accounting and budgeting practices.

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

Considerable knowledge of the principles and practices of personnel administration including employee relations.

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

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

Ability to exercise effective administrative control over a large organization.

Ability to communicate effectively, both orally and in writing.

Ability to establish and maintain effective working relationships.

High School diploma or equivalent AND four (4) years or more of experience providing administrative-level support to a business or organization INCLUDING one (1) year or more in an accounting or budgeting function and experience as a supervisor of clerical or administrative staff.

OR

One year of full-time college level study in accounting, business or public administration, office administration or a related field AND three (3) years or more of experience providing administrative-level support to a business or organization INCLUDING one (1) year or more in an accounting or budgeting function and experience as a supervisor of clerical or administrative staff.

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 two (2) years or more of experience providing administrative-level support to a business or organization INCLUDING one (1) year or more in an accounting or budgeting function and experience as a supervisor of clerical or administrative staff.

OR

Three years of full-time college level study 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 INCLUDING one (1) year or more in an accounting or budgeting function and experience as a supervisor of clerical or administrative staff.

OR

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

OR

One (1) year or more as an Administrative Services Coordinator II 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.