Administrative Services Coordinator I - Temporary

at State of Vermont in Waterbury, Vermont, United States

Job Description

The Child Development Division (CDD) is hiring an Administrative Services Coordinator I to support the Children’s Integrated Services (CIS) team. This position will provide administrative, program, fiscal, and data support for Special Accommodation Grants and Specialized Child Care Agreements.

This position plays an important role in keeping time-sensitive grant, agreement, invoicing, data, and communication processes accurate, organized, and moving forward. 

Primary responsibilities include:
•    Preparing Special Accommodation Grant applications for review and processing
•    Communicating directly with Specialized Child Care program staff members
•    Processing materials related to Specialized Child Care Agreement materials in coordination with CDD partners.
•    Reviewing, processing, and tracking Special Accommodation Grant invoices and supporting documentation.
•    Maintaining accurate tracking systems for programmatic data
•    Entering and updating program information across spreadsheets and data systems used to support Special Accommodation Grants and Specialized Child Care services.
•    Supporting monitoring, reporting, and quality assurance activities related to grants, child care providers, children served, and program outcomes
•    Providing administrative and logistical support to Special Accommodation Grant applicants and recipients, Specialized Child Care providers, internal review teams, and other program partners.

The successful candidate will:
•    Be highly organized and able to manage multiple time-sensitive administrative, fiscal, and data processes.
•    Be detail-oriented and able to identify missing, incomplete, duplicate, or inconsistent information.
•    Be proficient in Microsoft Excel and experienced in using spreadsheets and data systems to create efficient processes for entering, tracking, verifying, reconciling, and reporting program information.
•    Communicate clearly and professionally with internal and external partners to support timely follow-up and completion of required materials.
•    Use sound judgment when navigating administrative processes and situations that may not have a clear-cut answer.
•    Have experience working with grant programs

This position will be funded on a part-time basis through the calendar year, up to 20-24 hours per week, with the possibility of continuation after 12/31/2026.

Work is performed in a standard office setting.