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.
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.
