Principal Assistant - Libraries

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

Job summary

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.

Qualifications

• 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.

Responsibilities

• 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.

Skills

Independent work

Communication

multitask management

Procedures and regulations

MS Office

Public administration

Tools

VISION

Financial reporting

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. 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.

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.