Administrative Services Coordinator III

Vermont; Saint Johnsbury (VT); On-site; USD 40,000 - 60,000; Full time

Job summary

Join Vermont's Department of Forests, Parks and Recreation as an Administrative Services Coordinator. You'll provide essential administrative and customer service support, manage office functions, and assist with State and Private Lands programs. This role offers a unique opportunity to contribute to sustainable land use and stewardship in Vermont's communities.

Benefits

State paid medical premium

Generous leave plan

Tuition Reimbursement

Flexible spending accounts

Wellness Program

Qualifications

• Four years of administrative-level support experience.
• Experience in accounting or budgeting.
• Proficiency in Microsoft 365 and database management.

Responsibilities

• Manage office functions including budget tracking and purchasing.
• Serve as primary contact for public inquiries.
• Support both State Lands and Private Lands programs.

Skills

Interpersonal skills

Communication skills

Problem-solving

Education

High School diploma or equivalent

Relevant college-level study

Tools

Microsoft 365

Database management systems

Job description

Overview

Join the dedicated team at the Department of Forests, Parks and Recreation-Forestry Division-as an Administrative Services Coordinator. This is a unique opportunity for a motivated individual who is passionate about supporting forest health, sustainable land use, and stewardship practices that benefit Vermont's communities and landscapes.

As the first point of contact in the St. Johnsbury district office, you'll play a central role in advancing the division's mission. You'll provide essential administrative and customer service support to a variety of programs, with a focus on St Johnsbury district State Lands and Private Lands duties. Your work will help ensure the efficient and effective operation of both our office and our programs.

Key Responsibilities
• Team Collaboration: Engage actively with the statewide Administrative Services Team, District Stewardship Team, and regional UVA teams to support shared goals.
• Customer Service: Serve as the district office's primary contact for the public by phone, email, and in person. Answer inquiries or connect individuals with the appropriate staff or resources.
• Office Administration: Manage a variety of district office functions including budget tracking, purchasing, invoice and payment processing, meeting coordination, and general office logistics. Work closely with the Business Office on financial matters.
• Database Management: Maintain and update information across multiple state systems, including the VISION database. Generate reports, monitor invoice status, and ensure accurate and timely recordkeeping.
• State Lands Program Support: Assist with preparing district Licenses and Special Use Permits, working with state lands contracts, tracking multi-budget expenses, and supporting the development and maintenance of Long-Range Management Plans.
• Private Lands Program Support: Process documentation related to the administration of the Use Value Appraisal (UVA) Program, respond to inquiries from Consulting Foresters and landowners, and coordinate with the Vermont Tax Department.
• Process Improvement: Contribute ideas and efforts to refine and improve administrative systems and procedures.

What We're Looking For
We're seeking a detail-oriented, highly organized professional who enjoys problem-solving, thrives in a team environment, and is comfortable working independently. The ideal candidate will bring:
• Strong interpersonal and communication skills
• Proficiency in Microsoft 365, spreadsheets, and financial tracking
• Experience with purchasing and working in databases
• A proactive attitude toward learning and taking on new tasks
• An interest in continuous improvement and process innovation

An interest in forestry, natural resources, or related fields is a plus but not required.

Who May Apply

This position, Administrative Services Coordinator III (Job Requisition #52745), 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 II: Job Requisition #52805

Level III: Job Requisition #52745

If you would like more information about this position, please contact [e-mail]
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.

OR

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.

OR

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.

OR

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.

OR

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.

OR

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:

• 80% State paid medical premium and a dental plan at no cost for employees and their families
• Work/Life balance: 11 paid holidays each year and a generous leave plan
• State Paid Family and Medical Leave Insurance (FMLI)
• Two ways to save for your retirement: A State defined benefit pension plan and a deferred compensation 457(b) plan
• Tuition Reimbursement
• Flexible spending healthcare and childcare reimbursement accounts
• Low cost group life insurance
• Incentive-based Wellness Program
• Qualified Employer for Public Service Student Loan Forgiveness Program

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.