Principal Assistant - Libraries

State of Vermont; Barre (VT); On-site; USD 75,000 - 100,000; Full time

Job summary

The Vermont Department of Libraries, part of the State of Vermont, seeks a motivated Principal Assistant to oversee business operations, finances, and administrative policy. This exempt, on-site role reports to the Commissioner and collaborates with a small, fast-paced team in Barre.

You will manage budgeting, encumbrances, invoices, VTBuys, and grant processes, while supporting audits and legislative tracking. Strong MS Office skills and communication are essential in this impactful role.

Qualifications

• Experience with public/office administration principles and procedures.
• Ability to manage multiple projects and meet deadlines.
• Knowledge of accounting principles and financial reporting.
• Proficiency with MS Excel and financial spreadsheets.
• Experience with budgeting, encumbrance tracking, and fund management.
• Familiarity with state procurement and invoicing processes.

Responsibilities

• Serve as assistant and policy advisor to the Commissioner, including scheduling and minutes.
• Lead financial management, including VISION reports and issue resolution with Financial Services.
• Develop programmatic budgets and maintain encumbrance sheets and tracking spreadsheets.
• Lead VTBuys processes and processing of invoices.
• Draft and update procedures to ensure compliance with bulletins and regulations.
• Provide financial training to staff and assist with grants and audits.
• Track legislative calendar, assist with requests, and take testimony notes.
• Support the Commissioner as Secretary to the Vermont Board of Libraries and coordinate recruitment.
• Liaise with Buildings and General Services and oversee Continuity of Operations planning.

Skills

Independent work

Teamwork

Communication

Time management

Regulatory knowledge

Financial analysis

MS Office proficiency

Tools

VISION

MS Office Suite

Job description

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.

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.

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.