Administrative Services Coordinator III

Overview

The Vermont State Archives and Records Administration (VSARA), a division of the Office of the Secretary of State, seeks an innovative, versatile, and service-oriented professional to provide and coordinate administrative and reference services to a wide range of internal and external stakeholders seeking assistance with authenticating, certifying or filing documents as well as access to government records and information.

Overview

The ideal candidate for this public-facing position will possess outstanding customer service and teamwork, solid computer skills, demonstrated ability to multitask, sound analytical reasoning, and detail-oriented work while assuring the smooth and efficient operation of a busy government office.

What Will You Do?

The Administrative Services Coordinator is the primary contact for VSARA's walk-in and onsite visitors, including researchers. At the Coordinator III level, you will work under the general supervision of a senior team member or supervisor and perform functions related to VSARA's administrative and reference services by :

• Coordinating reception activities, including welcoming visitors, answering and forwarding phone calls, and sending and receiving office correspondence.
• Authenticating Vermont public records and notarized documents for use abroad.
• Processing incoming filings as required under Vermont statute.
• Issuing certified and informational copies of Vermont vital records.
• Identifying gaps in administrative workflows and recommending improvements.
• Providing administrative and backup support to all VSARA units as needed.
• Coordinating and fulfilling other administrative functions as assigned.

The above duties require considerable knowledge of office management methods, public administration principles, accounting principles, and the ability to : (1) read and interpret laws, rules, and regulations; (2) deliver information effectively, both orally and in writing; and (3) establish and maintain effective working relationships.

Positions in this class differ from lower-level Administrative Services Coordinators as assigned duties are generally of a more complex technical or professional level with higher expectations of independent decision making and accountability.

This position is classified as an Administrative Services Coordinator III by the Department of Human Resources and is being recruited at three levels.

This position is fully in-person, no hybrid.

Who May Apply

This position, Administrative Services Coordinator III (Job Requisition #52147), is open to all State employees and external applicants.

Please Note : This position is being recruited at multiple levels. If you would like to be considered for more than one level, you MUST apply to the specific Job Requisition.

Level I : #52140

Level II : #52148

Level III : 52147

If you would like more information about this position, please contact Angela Valentinetti, 802-828-5018, angela.valentinetti@vermont.gov .

Resumes will not be accepted via e-mail. You must apply online to be considered.

Environmental Factors

Work is performed in a standard office setting.

Minimum Qualifications

High School diploma or equivalent AND four (4) years or more of experience providing administrative-level support to a business or organization INCLUDING one (1) year or more in an accounting or budgeting function and experience as a supervisor of clerical or administrative staff.

One year of full-time college level study in accounting, business or public administration, office administration or a related field AND three (3) years or more of experience providing administrative-level support to a business or organization INCLUDING one (1) year or more in an accounting or budgeting function and experience as a supervisor of clerical or administrative staff.

Two years of full-time college level study OR an associate's degree or higher in accounting, business or public administration, office administration or a related field AND two (2) years or more of experience providing administrative-level support to a business or organization INCLUDING one (1) year or more in an accounting or budgeting function and experience as a supervisor of clerical or administrative staff.

Three years of full-time college level study in accounting, business or public administration, office administration or a related field AND one (1) year or more of experience providing administrative-level support to a business or organization INCLUDING one (1) year or more in an accounting or budgeting function and experience as a supervisor of clerical or administrative staff.

Four years of full-time college level study OR a bachelor's degree or higher in accounting, business or public administration, office administration or a related field.

One (1) year or more as an Administrative Services Coordinator 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).

Special Requirements

For some positions experience working with the VISION system (VISION is the State of Vermont PeopleSoft financial management system) may be required.

Total Compensation

As a State employee you are offered a great career opportunity, but it's more than a paycheck. The State's total compensation package features an outstanding set of employee benefits that are worth about 30% of your total compensation, including :

Want the specifics? Explore the Benefits of State Employment on our website.

Equal Opportunity Employer

The State of Vermont celebrates diversity, and is committed to providing an environment of mutual respect and meaningful inclusion that represents a variety of backgrounds, perspectives, and skills. The State does not discriminate in employment on the basis of race, color, religion or belief, national, social or ethnic origin, sex (including pregnancy), age, physical, mental or sensory disability, HIV Status, sexual orientation, gender identity and / or expression, marital, civil union or domestic partnership status, past or present military service, membership in an employee organization, family medical history or genetic information, or family or parental status. The State's employment decisions are merit-based. Retaliatory adverse employment actions by the State are forbidden.