Administrative Services Coordinator I

at State of Vermont in Montpelier, Vermont, United States

Job Description

Do you want your work to support Vermont's forests? The Department of Forests, Parks and Recreation is seeking an Operations Manager to oversee internal operations and work with program colleagues. This is an exciting opportunity to contribute your skills and serve an integral role to support FPR's mission and work among a dedicated group of colleagues committed to the health of Vermont's forests, promoting outdoor recreation, and operating Vermont's state parks. This is a unique opportunity for a candidate who is passionate about the Forestry division's mission to work with Vermont citizens to promote forest health and support best management practices, sustainable use, and respect for the land.

This position serves as the Forestry Division's front-line staff person in the Montpelier office. This person provides administrative support to the Director of Forests, coordinates Operations duties for the division, and works with staff and the public in the Forest Economy and Urban & Community Forestry programs. This person will play a vital role in supporting and promoting the division's core mission. The ideal candidate brings operational management experience, a positive professional approach, shows initiative, works effectively in a dynamic environment, and shares an interest in the department's mission.

Primary duties:
•    Serve as the first point of contact for the public by phone and email. Respond to inquiries for assistance, or direct those inquiries to the appropriate staff person, online resource, or appropriate location.
•    Provide a wide variety of administrative support, including proofreading and editing documents, meeting planning and support, purchasing, mailings, supply ordering, and other office-related duties. 
•    Review and route performance evaluations, travel authorizations, and other related HR paperwork. Use DocuSign to acquire signatures. 
•    Handle Operations duties, including coordinating Forestry fleet management, safety gear purchasing and training tracking, IT purchases and asset tracking, software licensing, state licensing requirements, and FPR apparel wear purchasing.
•    Learn and maintain multiple databases for a variety of Forestry programs and keep resource documents current.
•    Serve as the point person for the Forestry SharePoint site, editing as needed and keeping resources current.
•    Participate in Administrative Services team meetings, and coordinate work with other members around the state.

The ideal candidate will be detail oriented, motivated, have very strong organizational skills, and be interested in enhancing the efficiency of our office. Strong interpersonal skills and the ability to work effectively both independently and as part of a team are critical. Experience with Microsoft 365 and previous office and/or operations experience is preferred. Interest in continuous improvement is a plus. This position also requires the ability to conceptualize operational needs, identify necessary resources, and then develop a feasible plan of attainment and operation. The position is based in Montpelier.

Work is performed in a standard office setting.