Title:  Principal Assistant - Libraries

Overview

The Vermont Department of Libraries seeks a motivated, detail-oriented Principal Assistant for a full-time exempt position on-site at our Barre, VT office. Working closely with the Commissioner, this role leads the Department's business operations, financial procedures, and administrative policy on a small, fast-paced, collaborative team. For more information on exempt positions, click here.

Job Responsibilities Include:
•    Serving as assistant and policy advisor to the Commissioner, including scheduling, taking minutes, and contributing to internal policy discussions;
•    Leading the Department's financial management, including running VISION reports, reviewing financial spreadsheets, and resolving coding issues with AOA Financial Services Division;
•    Developing programmatic budgets with the Commissioner; maintaining encumbrance sheets and program tracking spreadsheets; and recommending uses of general, federal, and special funds;
•    Leading the Department's work in VTBuys and processing all invoices;
•    Drafting and updating procedures that ensure compliance with AOA Bulletins 3.5 and 5, and recommending improvements drawn from communities of practice;
•    Training staff on logging, coding, and processing invoices, and providing financial training to new employees;
•    Assisting with grant processes, including eligibility checks and desk audits of Grants and Capital Projects files, and coordinating corrective action;
•    Supporting audit responses by reviewing financial reports and files;
•    Tracking the legislative calendar daily, flagging key bills, assisting with legislative requests, and taking notes during testimony;
•    Supporting the Commissioner as Secretary to the Vermont Board of Libraries, including public notice of meetings;
•    Coordinating recruitment with Human Resources and the hiring manager;
•    Liaising with Buildings and General Services and overseeing the Continuity of Operations Plan;
•    Answering the Department's public phone line;
•    Building positive relationships with library staff and trustees, vendors, and other State entities;
•    Potentially supervising business unit staff; and
•    Other duties as assigned.

Knowledge, Skills, and Abilities
•    Ability to work independently and as part of a team;
•    Excellent communication and customer service skills, with poise in difficult situations;
•    Ability to prioritize and manage multiple projects and meet deadlines;
•    Knowledge of public/office administration principles and ability to develop and apply procedures and complex regulations;
•    Ability to handle confidential information appropriately;
•    Knowledge of accounting principles and ability to analyze financial statements and reports; and
•    Expertise using the MS Office suite to develop and maintain financial spreadsheets, edit and format reports, and develop, edit, and format presentations.

Desired Qualifications
•    Familiarity with State financial bulletins and procedures;
•    Experience with VISION entry, reporting, and analysis;
•    Experience with supply management and inventory control;
•    Awareness of the legislative process in Vermont;
•    Familiarity with Open Meeting Law;
•    Organizational and time management skills;
•    Process management skills;
•    Attention to detail;
•    Analytical and problem-solving skills;
•    Flexibility; and
•    Professionalism.

Compensation

Anticipated approximate starting salary range from $75k to $100k.

Who May Apply

This position, Principal Assistant - Libraries (Job Requisition #55961), is open to all State employees and external applicants.
If you would like more information about this position, please contact Janette.Shaffer@vermont.gov
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.

Equal Opportunity Employer