Administrative Services Coordinator II

at State of Vermont in Saint Johnsbury, Vermont, United States

Job Description

The position will be based in the St. Johnsbury Probation and Parole field office, Monday through Friday, and plays a key role in supporting daily operations.  This role involves frequent interactions with members of the public and community partners.  Essential duties:

• Perform a wide range of administrative functions to support daily operations of the St. Johnsbury Probation and Parole Office, including reception, mail processing, and telephone communication
• Serve as a professional point of contact for members of the public, supervised individuals, and community partners
• Process, maintain, and safeguard legal documents in accordance with departmental policies and statutory requirements
• Ensure accurate and timely booking and release entries for all daily intakes and releases
• Monitor office expenditures, process purchase requests, track invoices, and maintain financial records
• Assist the District Manager with quarterly budget reviews and preparation for future fiscal year planning
• Process confidential record check requests for offenders, volunteers, and employees while adhering to strict confidentiality standards
• Navigate recruitment and payroll systems to support personnel actions, manage recruitment lists, and review timesheets for accuracy
• Maintain office equipment inventory and coordinate quarterly site visits with Information Technology staff
• Maintain supervised individual case files and ensure documentation is complete, accurate, and properly stored
• Process expungement and sealing of supervised individual records in compliance with legal requirements
• Submit, record, and track supervision fees in accordance with established procedures
• Utilize the Vermont Judicial Portal and Odyssey File and Serve for court-related documentation and filings
• Collaborate with courts, attorneys, law enforcement agencies, and community partners to support case flow and office operations
• Provide clear, professional communication and high-quality customer service in a public-facing environment
• Work independently, manage multiple priorities, and maintain accuracy in a fast-paced setting
• Uphold confidentiality requirements and demonstrate sound ethical judgment in all duties
• Environmental Factors

  Work is performed in a standard office setting.