Job Specification Details

Directs the administrative services functions for an office, department, or an agency in budgetary, fiscal, personnel, facility, fleet, information technology and telecommunications areas.  Work involves reviewing administrative management policies and procedures, goals and objectives; review of administrative operations for conformance to departmental rules and regulations. Directs managers and other subordinate personnel in program planning and implementation. Incumbent exercises authority in establishing objectives, standards, and control measures for programs which are complex in scope and major in impact. Work is usually performed under the general supervision of  the 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.  

Establishes, directs and maintains all administrative functions, goals, objectives, and plans for carrying out functions consistent with overall office, department or agency goals. Coordinates and directs through subordinate managers and supervisors the work of staff engaged in providing a wide variety of administrative services. Works closely with management and supervisory staff of the office, department or agency and other departments to coordinate and integrate services, resolve administrative problems and develop joint procedures. Assists in the determination of appropriate staffing levels and recommends management and coordination of staff and strategic planning. Analyzes, conducts, or directs studies of systems and procedures, evaluates policies, services and systems and formulates needed improvements. Determines policy in own area of expertise and provides input into other phases of department or agency operations. Directs and participates in the formulation and preparation of the budget and budgetary monitoring. May provide fiscal and administrative advice to an departmental or agency heads and to other senior managerial positions. Represents the office, department or agency in dealing with other departments, agencies, private businesses, and community groups and organizations. Directs and evaluates the work of the subordinate management and/or supervisory staff.  Develops  programs, contracts, grant agreements and memoranda of understanding; reviews and evaluates services and develops corrective actions as necessary. Appears before boards, task forces, committees to present plans, projects and policies. May serve state task forces, committees and commissions and may provide staff support for selected groups. Reviews legislative matters relating to department administrative operations. Testifies at the state level concerning proposed legislation and programs. Develops office, department, or agency position statements for presentation to governing bodies, agencies and departments. Performs special assignments as directed. Prepares complex reports and correspondence. Attends and/or conducts meetings and conferences. May have responsibility for additional programs or functions in addition to general administrative responsibilities, such as program with a significant statewide fiscal component. Performs related duties as required.

Work is performed in a standard office setting.

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

Considerable knowledge of reporting and administrative control procedures.
Considerable knowledge of the use of computer information systems, word processing, data base and spreadsheet software. 

Working knowledge of moderate technological systems and programs; ability to integrate technology into the workplace in an efficient and cost-effective manner to improve office, department or agency performance.

Considerable 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 conduct investigations into sensitive or controversial issues and render objective findings and recommendations.

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.

Master's degree in accounting, business or public administration or a related field and two years of professional-level experience performing and supervising (directly or indirectly) administrative functions for a moderate sized office, department or agency.

OR

Bachelor's degree in accounting, business or public administration, office administration or a related field and four years of professional-level experience performing and supervising (directly or indirectly) administrative functions for a moderate sized office, department or agency.

OR

Bachelor's degree and six years of professional-level experience performing and supervising (directly or indirectly) administrative functions for a moderate sized office, department or agency.

OR

Two years of full-time college coursework or associate’s degree and eight years of professional-level experience performing and supervising (directly or indirectly) administrative functions for a moderate sized office, department or agency.

OR

High school diploma or equivalent and ten years of professional-level experience performing and supervising (directly or indirectly) administrative functions for a moderate sized office, department or agency.

OR

One year as an Administrative Services Director 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.