Administrative Services Manager II

State of Vermont; Berlin (VT); On-site; USD 70,000 - 95,000; Full time

Job summary

State of Vermont seeks an Administrative Services Manager II to lead statewide administrative efforts within the Business Operations Bureau of District Maintenance and Fleet Division. The role oversees budgets, contracting processes, and system-wide administrative standards.

The ideal candidate has strong supervisory, budgeting, and communication skills, with experience using financial and procurement systems like VISION and Power BI.

Qualifications

• Bachelor's degree in accounting, business or public administration, office administration or related field with 2+ years of admin services incl. accounting/budgeting and supervisory experience.
• Bachelor's degree with 4+ years of admin services including accounting/budgeting and supervisory experience.
• Associate's degree with 4+ years of admin services including accounting/budgeting and supervisory experience.
• High school diploma with 6+ years of admin services including accounting/budgeting and supervisory experience.

Responsibilities

• Provide statewide administrative guidance for the Maintenance Division and mentor staff.
• Standardize administrative practices, procedures, tools, and documentation statewide.
• Oversee financial tracking and reporting; monitor budgets and contract utilization.
• Develop and coordinate statewide maintenance contracts (RFPs, amendments) with other units.
• Ensure contracting compliance, lifecycle management, and closeout.
• Lead liaison for key systems (MATS, STARS, dTIMS, VISION, VTBuys, Power BI) and ensure data accuracy.

Skills

Communication

Supervisor experience

Budgeting

Administrative support

Education

Bachelor's degree in accounting, business or public administration

Associate's degree in accounting, business or public administration

High school diploma + 6 years admin experience

One year state Administrative Services Manager I experience

Tools

VISION system

Power BI

MATS

VTBuys

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.

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.

OR

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.

OR

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.

OR

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.

OR

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

Ideal Candidate

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.

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.