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Title:  Executive Staff Assistant

Application Deadline Date:  10/09/2022
Req ID:  40584
Department:  Libraries

Barre, VT, US

Position Type:  Exempt
Schedule Type:  Full Time
Hourly Rate:  Commensurate with experience.


The Vermont Department of Libraries is seeking a motivated, detailed oriented, Executive Assistant for a full-time exempt position. This is a unique opportunity to join a dynamic team in a fast-paced environment. The position location is on-site at our Barre, VT office. For more information on exempt positions, click here.


Job Responsibilities:
Provide administrative support to ensure efficient operation of Department.
Answer general calls and emails and refer to appropriate Department staff.
Schedule in-person and hybrid meetings and welcome visitors to the Department.
Manage Commissioner's calendar including legislative obligations, meetings, and visits to libraries throughout the state.
Coordinate scheduling, agendas, and materials for various boards and committees.
Prepare and maintain budget spreadsheets.
Process accounts payable.
Compile reports for Department's business office, grant funders, and federal funding agency.
Carry out administrative duties such as preparing correspondence, copying, scanning, filing, etc.
Manage workflow of various forms requiring signature authority.
Track legislative calendars, bill reviews, reports, and studies.
Coordinate approval and payment of invoices and statements.
Process on- and off-boarding of personnel.
Make travel arrangements for staff such as booking flights, cars, and hotel reservations.
Oversee operation of equipment by scheduling repairs, maintaining inventory, and ordering new equipment.
Maintain supply inventory by checking stock to determine inventory level, anticipate needed supplies, and manage supply orders. 
Attend and take minutes at meetings.
Post agendas, minutes, and updates to the Department website.
Provide administrative support to the Board of Libraries.
Serve as a Safety Warden and oversee the department's Continuity of Operations Plan.
Other duties as assigned.

Who May Apply

This position, Executive Staff Assistant (Job Requisition #40584), is open to all State employees and external applicants.
If you would like more information about this position, please contact
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.

Minimum Qualifications

Two years of clerical or secretarial experience INCLUDING desktop and online Microsoft products: Outlook, Word, Excel, Publisher, PowerPoint, Teams, SharePoint and OneDrive. College training may be substituted for the work experience.

Preferred Qualifications

Attention to Detail
Organization and Time Management Skills
Ability to Multitask and Prioritize
Excellent Verbal and Written Communication Skills
Ability to Maintain Confidentiality
Administrative Writing Skills
Managing Processes
Analyzing Information
Problem Solving
Supply Management
Inventory Control
Experience with VISION Entry, Reporting, and Analysis
Awareness of the Legislative Process in Vermont
Ability to Work Independently and in a Team
Ability to Establish and Maintain Effective Working Relationships 
Familiarity with Open Meeting Law

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.