Executive Assistant & Policy Lead to the Commissioner

State of Vermont; Barre Town (VT); In loco; USD 75.000 - 100.000; Tempo pieno

Descrizione del lavoro

The Vermont Department of Libraries seeks a Principal Assistant to manage business operations, financial procedures, and administrative policy from our Barre, VT office. The role reports to the Commissioner and leads a small, collaborative team, ensuring compliance with state bulletins and financial controls.

Responsibilities include budgeting, invoicing, VTBuys processing, grant support, audits, and legislative tracking.

Competenze

• 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.

Mansioni

• 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.

Conoscenze

Independent work

Communication

multitask management

Procedures and regulations

MS Office

Public administration

Strumenti

VISION

Financial reporting

Descrizione del lavoro

The Vermont Department of Libraries seeks a Principal Assistant to manage business operations, financial procedures, and administrative policy from our Barre, VT office. The role reports to the Commissioner and leads a small, collaborative team, ensuring compliance with state bulletins and financial controls.

Responsibilities include budgeting, invoicing, VTBuys processing, grant support, audits, and legislative tracking.