Job Specification Details

Manages the administrative services functions for a department, office, or major agency wide program. Work involves budget development, preparation and maintenance, contract and grant administration, property and space management, personnel and/or labor relation issues, procurement of goods and services, legislation development and analysis, information systems administration, safety and security issues, organizational structure, securing and negotiating for the administrative resources and services necessary to the operation of an organizational unit (e.g. section, field, area, region, division, department or facility) and may supervise clerical, technical and professional staff. Positions have a responsibility for a combination of administrative functional areas but not necessarily all of those listed above. Some positions may be required to dedicate a majority of time to a particular area but no one area is the singular concern of the position. Work is performed under the general supervision of an administrative superior or department/agency head. Levels within the series are distinguished by a variety of characteristics such as budget complexity and authority, the impact of recommendations or decisions on the organizational unit policies and programs, degree of political/public sensitivity and scrutiny, involvement in and impact on line (programmatic) functions, contacts, organizational structure and complexity, degree of line management's involvement in administrative services activities, etc. Most positions supervise subordinate staff; however, the complexity, sensitivity, variety, scope of the work, and decision-making authority distinguishes the level rather than the number of staff.

Manages a wide range of administrative services functions, including budget, fiscal, personnel, facility, fleet, general office functions, and will usually supervise clerical, technical and professional staff. Prepares annual budget projections and "what if" scenarios, analyzes special patterns and advises supervisor and/or higher level managers of potential problems and needed adjustments; reviews past expenditures for particular line items and projects future needs. Responds to inquiries from legislatures and their staff, other state agencies, study groups or outside agencies. Represents the department/agency in budget preparation and justification before various agencies, including the legislature's appropriation committees. Assists in developing short and long range financial, information technology and human resources plans, policies and procedures and standards to achieve agency/department goals and objectives. Position takes a lead role in ensuring that policies and procedures in these key areas are being developed, followed and maintained as current. May evaluate audit reports to identify problem areas and coordinate corrective actions. May act as the building manager or liaison with public/private sector facility management to ensure adequate facility support services. These may include maintaining building and land leases, buildings and ground maintenance contracts, security and telecommunication systems. Performs related duties as required.

Work is performed in a standard office setting.

Thorough knowledge of the principles, practices and procedures of business administration to include budget development, financial management (financial control/accounting), human resources management and labor relations, control and inventory, procurement of goods and services, facility management, principles of department organization and theories of organizational development and grant/contract administration.

Thorough knowledge of reporting and administrative control procedures.

Thorough knowledge of the use of computer information systems, word processing, data base and spreadsheet software.

Thorough knowledge of the principles and techniques of supervision.

Ability to understand and apply the statutes, regulations and union contracts governing administrative processes and organizational unit programs.

Ability to work under pressure with a high degree of independence; set and adhere to time constraints.

Ability to determine and establish operating needs, priorities, policies and procedures.

Ability to plan, direct and coordinate the work of others and to lead groups to consensus.

Ability to develop accurate budget projections with subsequent administration of expenditures.

Ability to analyze situations accurately, including transactional and policy problems, to develop, recommend and implement solutions, prepare comprehensive reports and persuade others to take action.

Ability to formulate short and long range plans to accomplish department goals.

Ability to communicate effectively, both orally and in writing, with staff and the public.

Ability to establish and maintain effective working relationships among a variety of professional disciplines, governmental bodies, and the public.

Bachelor's degree in accounting, business or public administration, office administration or a related field AND three (3) 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

Bachelor's degree in any discipline AND five (5) 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

Associate's degree in accounting, business or public administration, office administration or a related field AND five (5) 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 AND seven (7) 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 Manager II with the State of Vermont.

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