Operations Assistant, Legislative Unit

NCSL Juvenile Justice Principles Work Group; Denver (CO); Hybrid; USD 457,000 - 547,000; Full time

Benefits offered by this job

Health, dental, vision, prescription,?

Behavioral health coverage

Life insurance

Job summary

The Operations Assistant supports the daily administrative operations of the Legislative Unit, helping ensure the office runs efficiently and professionally. This role coordinates office systems, scheduling, supplies, onboarding, travel documentation, hospitality needs, and general operational support.

Responsibilities include managing day-to-day operations, coordinating room reservations, maintaining records, onboarding staff, tracking time-off, distributing communications, and serving as the

Qualifications

• High school degree or equivalent.
• Knowledge of Microsoft Office and GSuite.
• Strong interpersonal and organizational skills.
• Strong verbal and written communication skills.
• One year prior experience in the General Assembly preferred.
• One year prior experience in an administrative assistant or office manager role preferred.

Responsibilities

• Manage the day-to-day administrative operations of the Legislative Unit for an organized, efficient office.
• Coordinate conference room reservations, maintenance requests, work orders, office supplies, and other operational needs.
• Maintain staff directories, agency lists, contact information, and other administrative records and resources.
• Coordinate onboarding and offboarding of Legislative Unit staff and interns.
• Track approved staff time-off requests, maintain the Unit coverage calendar and Daily Digest, and support the sign-in/out system.
• Distribute committee postings, memoranda, and other Unit communications.
• Maintain committee tracking lists and information using ILGA.gov and approved databases.
• Serve as the primary administrative contact for travel vouchers and reimbursements, reviewing documentation for completeness and timely submission.
• Provide general administrative support, including document prep, copying, scanning, and deliveries within the Capitol Complex.
• Coordinate Unit meals and hospitality, especially during Session.
• Perform other duties and special projects as assigned.

Skills

Interpersonal skills

Organizational skills

Verbal communication

Written communication

Education

High school diploma

Tools

Microsoft Office

GSuite

Job description

Range: $6,772 - $11,735 monthly, based on relevant experience and qualifications.

State of Vermont - Office of Legislative Counsel

The Operations Assistant supports the daily administrative operations of the Legislative Unit and helps ensure the office runs efficiently, professionally, and consistently. This role coordinates office systems, communications, scheduling, supplies, staff administrative processes, onboarding, travel documentation, hospitality needs and general operational support.

Responsibilities

• Manage the day-to-day administrative operations of the Legislative Unit, ensuring an organized, efficient, and professional office environment.
• Coordinate conference room reservations, maintenance requests, work orders, office supplies, and other operational needs.
• Maintain staff directories, agency lists, contact information, and other administrative records and resources.
• Coordinate administrative aspects of onboarding and offboarding Legislative Unit staff and interns.
• Track approved staff time-off requests, maintain the Unit coverage calendar and Daily Digest, and provide administrative support for the office sign-in/out system.
• Distribute committee postings, staff-wide memoranda, and other Unit communications.
• Maintain committee tracking lists and information using ILGA.gov and other approved databases.
• Serve as the primary administrative point of contact for travel vouchers and reimbursement requests, reviewing documentation for completeness and timely submission.
• Provide general administrative support, including document preparation and distribution, copying, scanning, deliveries within the Capitol Complex, and other office needs.
• Coordinate Unit meals and hospitality needs, particularly during Session.
• Perform other duties and special projects as assigned by the Director or Senior Operations & Organizational Development Manager.

Qualifications

• High school degree or equivalent.
• Knowledge of Microsoft Office and GSuite.
• Strong interpersonal and organizational skills.
• Strong verbal and written communication skills.
• One year prior experience in the General Assembly preferred.
• One year prior experience in an administrative assistant or office manager role preferred.
• Work is largely performed in the Illinois State Capitol Building Complex in Springfield, Illinois which is open to the public. Security for the Capitol Complex is provided by Illinois Secretary of State Police.
• The working environment can be noisy, and the building can be congested with constituents, lobbyists, tour groups, and demonstrators.
• The person in this position needs to be able to remain in a stationary position for extended periods of time, as well as to move about inside the capitol building and grounds as necessary.
• The person in this position constantly operates a computer and other office productivity machinery.
• The person in this position frequently communicates with staff, legislators, lobbyists, and members of the public, and must be able to professionally exchange accurate information in these situations.
• Typical work hours are 8:30 am to 4:30 pm on non-session days and 7:30 am to 7:00 pm on session days. Hours are subject to change. Occasional weekends may be required.
• $45,000 minimum salary.
• Health, dental, vision, prescription, behavioral health, and life insurance; for details, visit the webpage .

Benefits

• Participation in State Employees’ Retirement System.
• Optional participation in health savings account and deferred compensation programs.
• Competitive vacation, sick, and personal time.
• Health, dental, vision, prescription, behavioral health, and life insurance; for details, visit the webpage.