Administrative Services Manager II

Office of the Vermont Secretary of State; Berlin (VT); On-site; USD 80,000 - 110,000; Full time

Benefits offered by this job

State paid medical premium and dental

12 paid holidays annually

Family and medical leave insurance

Pension and 457(b) plan

Tuition Reimbursement

Flexible spending accounts

Life insurance

Wellness program

Public Service Student Loan Forgivness

Job summary

The Office of the Vermont Secretary of State seeks an experienced Administrative Services Manager II to lead statewide maintenance administration and contract management. You will oversee budgeting, reporting, and compliance while mentoring staff and coordinating cross-district efforts with the Business Operations Bureau.

The role emphasizes systems leadership (VISION, VTBuys, Power BI), process standardization, and collaboration with contracting teams to ensure efficient, compliant operations

Qualifications

• Bachelor's degree and 2+ years of professional administrative experience with accounting or budgeting.
• Bachelor's degree and 4+ years of professional administrative experience with accounting or budgeting.
• Associate's degree and 4+ years of professional administrative experience with accounting or budgeting.
• High school diploma and 6+ years of professional administrative experience with accounting or budgeting.

Responsibilities

• Provide statewide administrative guidance for the Maintenance Division and mentor staff.
• Standardize administrative practices, procedures, tools, and documentation statewide.
• Oversee financial tracking, budgeting, reporting, and contract utilization for compliance.
• Collaborate on statewide maintenance contracts (RFPs, amendments) with contracting teams.
• Ensure contracting compliance and lifecycle management including deliverables and documentation.
• Serve as lead liaison for systems (VISION, VTBuys, Power BI, etc.) and champion data accuracy.
• Provide coverage and align work with division priorities and agency goals.

Education

Bachelor's degree in accounting, business or public administration, office administration or a related field

Associate's degree in accounting, business or public administration, office administration or a related field

High school diploma

Tools

VISION system

Job description

Overview

The Business Operations Bureau within District Maintenance and Fleet Division is seeking a highly motivated, organized, and tech-savvy individual to join our newly formed unit. The Bureau leads and supports the administrative positions throughout the Maintenance section of the division, and this position will serve as a Maintenance Contract Manager and provides direct support to the Business Operations Manager.

• Provide statewide administrative guidance for the Maintenance Division; lead and mentor Maintenance Admin staff, coordinate monthly cross-district meetings, and serve as the escalation point for complex issues.
• Standardize administrative practices, procedures, tools, and documentation to drive consistency and efficiency statewide.
• Oversee financial tracking and reporting; monitor budgets and contract utilization, analyze variances, recommend corrective actions, and ensure compliance with Agency, State, and Federal requirements.
• Partner on development and coordination of maintenance contracts statewide (specs, scopes, RFPs, amendments) in collaboration with Contract Administration and Business Support Services.
• Ensure contracting compliance, lifecycle management, and closeout; verify deliverables, documentation, and proper utilization with district technical and program teams.
• Serve as lead liaison within District Maintenance for key systems (e.g., MATS, STARS, dTIMS, VISION, VAMIS, QueryDB, Power BI, VTBuys, GIS); champion data accuracy, reporting standards, and system best practices.
• Provide operational coverage and functional support for District Maintenance administrative staff as needed; ensure alignment with division priorities and the Agency's mission, vision, values, and goals.

The ideal candidate will be able to demonstrate that they can communicate effectively, instill and maintain trusting relationships and possess the ability to shift priorities quickly and effectively, is observant and asks intuitive questions, can work independently and as part of a team, and can be self-directed with the willingness to offer support.

Who May Apply

This position, Administrative Services Manager II (Job Requisition #55636), is open to all State employees and external applicants.

Environmental Factors

Work is performed in a standard office setting.

Minimum Qualifications

Bachelor's degree in accounting, business or public administration, office administration or a related field AND two (2) years or more of experience providing professional administrative-level services to a business or organization which included an accounting or budgeting function and experience as a supervisor of clerical or administrative staff.

Bachelor's degree AND four (4) years or more of experience providing professional administrative-level services to a business or organization which included an accounting or budgeting function and experience as a supervisor of clerical or administrative staff.

Associate's degree in accounting, business or public administration, office administration or a related field AND four (4) years or more of experience providing professional administrative-level services to a business or organization which included an accounting or budgeting function and experience as a supervisor of clerical or administrative staff.

High school diploma AND six (6) years or more of experience providing professional administrative-level services to a business or organization which included an accounting or budgeting function and experience as a supervisor of clerical or administrative staff.

One (1) year or more of experience as an Administrative Services Manager I with the State of Vermont.

Special Requirements

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

Only administrative work experience is qualifying. Administrative services 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).

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: 12 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

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.