Senior Assistant: Policy & Finance Operations

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

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.