Administrative Services Manager - Limited Service

Overview

The Administrative Services Manager I will play a crucial role in supporting the Agency of Human Services (AHS) by assisting in various administrative functions related to contract management, procurement, asset management, drafting, and grant administration. This position will work closely with the Administrative Services Manager III to ensure efficient and compliant management of contracts, procurement processes, and grant activities, with a particular focus on Vermont's Rural Health Transformation Program.

Key Responsibilities:

• Contract and Grant Management: Assist in drafting and managing contracts and grants related to Vermont's Rural Health Transformation Program. Ensure all contracts are created, processed, and tracked efficiently, while monitoring the status of open procurements and tracking contract expiration dates for timely renewals or amendments.
• Compliance and Documentation: Maintain compliance with applicable statutes and Agency of Administration Bulletins. Complete contract templates for all new contracts and manage open Requests for Proposals (RFPs) and contract requests, handling the collection, filing, and processing of required forms.
• Procurement and Asset Management: Assist in procuring goods and services for AHS-CO and maintain an inventory of agency assets, such as laptops, monitors, and cellphones. Coordinate onboarding and offboarding activities for AHS - Central Office.
• Collaboration and Data Management: Work with the Admin Services Manager III to track requests for information and data related to the VTBuys system from all six AHS departments, assisting with data input as needed.
• Documentation and Reporting: Ensure the completion and routing of documentation for authority approval and manage the removal of surplus equipment. Conduct monthly contract tracking by running expenditure reports for each contract under AHS oversight, updating tracking sheets, and sharing data as requested.
• Drafting and Grant Administration: Assist in drafting contracts, agreements, and other related documents to support AHS operations. Support grant administration by preparing, submitting, and monitoring grant applications and reports, ensuring compliance with grant requirements and timelines.

The ideal candidate will possess excellent interpersonal skills and the ability to manage tight deadlines effectively. Experience in contract and grant management, particularly related to health programs, is highly desirable. In this role, your ability to navigate the diverse and dynamic environment of the AHS-CO will be crucial.

This position,
Administrative Services Manager I - Limited Service (Job Requisition #53862), is open to all State employees and external applicants. It is a Limited Service position, which is non-tenured and authorized for a specific period of time. Limited Service positions are established for specially funded projects or programs. If you would like more information about the duration of this position or other details, please contact matthew.rockwell.

Please note that multiple positions in the same work location may be filled from this job posting. Resumes will not be accepted via e-mail. You must apply online to be considered.

Candidates must pass any level of background investigation applicable to the position. In accordance with AHS Policy 4.02, Hiring Standards, Vermont and/or national criminal record checks, as well as DMV and adult and child abuse registry checks, as appropriate to the position under recruitment, will be conducted on candidates, with the exception of those who are current classified state employees seeking transfer, promotion or demotion into an AHS classified position or are persons exercising re-employment (RIF) rights.

Work is performed in a standard office setting.

Bachelor's degree in accounting, business or public administration, office administration or a related field and two years 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 years 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 year as an Administrative Services Coordinator IV with the State of Vermont.

NOTE:

Additional professional administrative-level experience or higher will substitute for the bachelor's degree on a year for year basis.

NOTE:

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…