Administrative Services Coordinator IV

at State of Vermont in Waterbury, Vermont, United States

Job Description

Who We Are: 

The Department for Children and Families (DCF) is made up of six divisions/offices. We are the largest department with 1,000 employees and are within the largest agency (Agency of Human Services) in the State of Vermont. We provide benefits and services related to child care, child development, economic assistance, child support, and child safety. To learn more, visit our website at Vermont Department for Children and Families (DCF).  

The Role:

The Department for Children and Families (DCF) Commissioner's Office is seeking an experienced administrative professional.

This key position involves: 

• Calendar Management: Oversee the Commissioner's calendar by scheduling appointments and assessing priorities.  
• Project Management Support: Assist with basic project management tasks, including creating project plans and timelines.
• Consumer Concerns and Complaints: Manage the process by answering constituent calls, tracking complaints, and ensuring timely resolution with staff.
• Central Office Coordination: Serve as the main contact for central office admin staff in the department, providing guidance and support to ensure consistency in administrative functions.
• Office Management: Handle office tasks such as ordering supplies, processing invoices, reconciling p-cards, managing mail, and addressing work order requests.
• Hiring, Onboarding, and Offboarding: Assists with HR processes, including processing of personnel action requests and handling postings within SuccessFactors.  

This position reports to the Business Application Support Manager and requires in-office presence to directly support the Commissioner. While teleworking may be possible, it is contingent on the Commissioner's schedule and needs, which can change with little notice. This position is designated as confidential.  

Needed Skills 

Please describe your experience with these skills, including your level of expertise, in your cover letter or resume. 

Demonstrated experience using Microsoft Excel to create and maintain trackers, sort and filter data, and apply basic to intermediate formulas. 

Proficiency in Microsoft Outlook, including scheduling, rescheduling, managing complex calendars, working with shared inboxes, and setting up mailbox rules. 

Proficiency in Microsoft Word, including formatting long and complex documents (e.g., reports, manuals, policies). Formatting involves things like setting styles, generating table of contents, adding section breaks.  

Experience with applying Web Content Accessibility Guidelines (WCAG) to digital content.  

Experience quickly learning and navigating new systems and platforms, (e.g., DocuSign, a learning management system) 

Experience troubleshooting common workplace technology issues across devices, software, and meeting platforms, such as setting up phones or computers, resolving audio or video issues during meetings, connecting to printers or shared drives, and assisting with basic software or access problems.

Work is performed in a standard office setting.