Staff Assistant

Office of the Vermont Secretary of State; Waterbury (VT); On-site; USD 52,000 - 75,000; Full time

Benefits offered by this job

80% State paid medical premium

Dental plan for employees and families

12 paid holidays per year

Generous leave plan

Public Service loan forgiveness (PSLF)

Job summary

Office of the Vermont Secretary of State is seeking a highly organized Staff Assistant to support the Deputy Secretary and Medicaid Director by managing calendars, information flow, and document retention. The role includes assisting at public events, reviewing administrative rules and reports, and facilitating communication across senior leadership.

Some travel in Vermont may be required. You will report to the Principal Assistant and work with the Secretary's office to ensure efficient

Qualifications

• Bachelor's degree required or equivalent professional experience in admin roles.
• Experience managing executive calendars and coordinating communications.
• Ability to draft routine correspondence and review reports for leadership.

Responsibilities

• Manage scheduling and calendar for the Deputy Secretary and Medicaid Director.
• Streamline information flow and assist with document retention and filing.
• Draft routine correspondence and review executive leadership reports.
• Staff senior agency leaders at meetings and events, including notes/minutes.

Skills

Scheduling and calendar management

Information flow management

Document retention

Note-taking / minutes

Public event support

Education

Bachelor's degree in accounting, business or public administration, office administration or a related field

Job description

Overview

The Agency of Human Services seeks a highly organized and proactive Staff Assistant to join the Office of the Secretary. This role is essential to the success of the office, directly supporting Deputy Secretary and Medicaid Director by managing scheduling, information flow, and document retention. The Staff Assistant will also provide support at public events and meetings, assist with managing review and approvals for administrative rules, legislative reports, and other critical documents. Work may also include staffing senior agency leaders at meetings and events (including taking notes / minutes and capturing follow up items) and some travel around Vermont.

This key role reports to and is supervised by the Principal Assistant, directly supports and works closely with the Deputy Secretary and Medicaid Director, and works closely with the Secretary of Human Services, their Executive Assistant, and other colleagues in the Office of the Secretary.This role is classified as an Administrative Services Manager I in the Vermont Department of Human Resources classification system.

Are you a highly organized and energetic professional looking to make a meaningful impact? We invite you to join our dynamic team as a Staff Assistant. In this important role, you will support the Deputy Secretary and Medicaid Director by managing scheduling, streamlining information flow, and ensuring efficient document retention. You'll also have the opportunity to represent our department at public events and meetings, facilitating effective communication and collaboration. If you're ready to take on a role that offers both challenge and reward, we want to hear from you!

This Dynamic Position Involves

• Principal scheduling and calendar management for the Deputy Secretary and Medicaid Director
• Assisting with information flow and triage for the Deputy Secretary and Medicaid Director
• Drafting routine correspondence and reviewing reports for executive leadership
• Managing signatures, filing, and document/records retention

Who May Apply

This position,Administrative Services Manager I (Job Requisition #55142), 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.

AHS BACKGROUND CHECKS: Candidates must pass any level of background investigation applicable to the position. In accordance with AHS Policy 4.02, Hiring Standards, Vermont and/or national criminal record checks, as well as DMV and adult and child abuse registry checks, as appropriate to the position under recruitment, will be conducted on candidates, with the exception of those who are current classified state employees seeking transfer, promotion or demotion into an AHS classified position or are persons exercising re-employment (RIF) rights.

Environmental Factors

Work is performed in a standard office setting.

Minimum Qualifications

• Bachelor's degree in accounting, business or public administration, office administration or a related field and two years of experience providing professional administrative-level services to a business or organization which included an accounting or budgeting function and experience as a supervisor of clerical or administrative staff;
• Bachelor's degree and four years of experience providing professional administrative-level services to a business or organization which included an accounting or budgeting function and experience as a supervisor of clerical or administrative staff;
• One year as an Administrative Services Coordinator IV with the State of Vermont.

NOTE: Additional professional administrative-level experience or higher will substitute for the bachelor's degree on a year for year basis.

NOTE: Only administrative work experience is qualifying. Administrative services includes those functions which keep the organization running or provide the resources for others to provide the programmatic work (e.g., accounting, budget management, grant administration, finance, human resources, payroll, purchasing, or space management).

Special Requirements

For some positions experience working with the VISION system (VISION is the State of Vermont PeopleSoft financial management system) may be required.

Total Compensation

As a State employee you are offered a great career opportunity, but it's more than a paycheck. The State's total compensation package features an outstanding set of employee benefits that are worth about 30% of your total compensation, including:

• 80% State paid medical premium and a dental plan at no cost for employees and their families
• Work/Life balance: 12 paid holidays each year and a generous leave plan
• State Paid Family and Medical Leave Insurance (FMLI)
• Two ways to save for your retirement: A State defined benefit pension plan and a deferred compensation 457(b) plan
• Tuition Reimbursement
• Flexible spending healthcare and childcare reimbursement accounts
• Low cost group life insurance
• Incentive-based Wellness Program
• Qualified Employer for Public Service Student Loan Forgiveness Program

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.