Job Specification Details

Coordinates the administration of a variety of functions of a major division, department or agency. 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. Formulates and recommends policies relative to management; assists in the implementation of policies upon approval; and assists in evaluating effectiveness. Interprets rules, regulations and policies to all employees assigned to the office. Prepares and retains complete inventory of all items purchased by an office. 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 comprehensive office records and reports. May be responsible for budget development, analysis or ongoing monitoring to ensure compliance with budgetary directives, policies, regulations and limitations. Answers correspondence as required. Performs related duties as required.

Work is performed in a standard office setting.

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

Thorough knowledge of accounting and budgeting principles and 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.

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).

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