Executive Staff Assistant - Libraries

Overview

The Vermont Department of Libraries is seeking a motivated, detailed oriented, Executive Assistant for a full-time exempt position. This is a unique opportunity to join a dynamic team in a fast-paced environment. The position location is on-site at our Barre, VT office. For more information on exempt positions, click here.

 

Job Responsibilities:
Provide administrative support to ensure efficient operation of Department.
Answer general calls and emails and refer to appropriate Department staff.
Schedule in-person and hybrid meetings and welcome visitors to the Department.
Manage Commissioner's calendar including legislative obligations, meetings, and visits to libraries throughout the state.
Coordinate scheduling, agendas, and materials for various boards and committees.
Prepare and maintain budget spreadsheets.
Process accounts payable.
Compile reports for Department's business office, grant funders, and federal funding agency.
Carry out administrative duties such as preparing correspondence, copying, scanning, filing, etc.
Manage workflow of various forms requiring signature authority.
Track legislative calendars, bill reviews, reports, and studies.
Coordinate approval and payment of invoices and statements.
Process on- and off-boarding of personnel.
Make travel arrangements for staff such as booking flights, cars, and hotel reservations.
Oversee operation of equipment by scheduling repairs, maintaining inventory, and ordering new equipment.
Maintain supply inventory by checking stock to determine inventory level, anticipate needed supplies, and manage supply orders. 
Attend and take minutes at meetings.
Post agendas, minutes, and updates to the Department website.
Provide administrative support to the Board of Libraries.
Serve as a Safety Warden and oversee the department's Continuity of Operations Plan.
Other duties as assigned.

Who May Apply

This position, Executive Staff Assistant - Libraries (Job Requisition #48796), is open to all State employees and external applicants.
If you would like more information about this position, please contact janette.shaffer@vermont.gov.
Please note that multiple positions in the same work location may be filled from this job posting.
Resumes will not be accepted via e-mail. You must apply online to be considered.

Knowledge, Skills, and Abilities

•    Enjoy supporting a small team in a high-volume work environment that provides diverse programs to Vermonters;
•    Excellent customer service skills;
•    Expertise in using MS Office applications, including Excel, Outlook, PowerPoint, and Word;
•    Expertise in basic accounting;
•    Experience creating and maintaining financial spreadsheets;
•    Ability to read and analyze financial statements, statistics, and reports;
•    Knowledge of the principles and practices of public/office administration and organizational theory and practice;
•    Excellent oral and written communication skills;
•    Ability to develop and implement administrative procedures and policies; 
•    Ability to interpret and apply policies, rules and regulations of considerable complexity; 
•    Ability to create reports, spreadsheets, PowerPoint presentations, and other documents;
•    Ability to establish and maintain effective working relationships;
•    Ability to work well as part of a team or independently;
•    Experience prioritizing and managing multiple projects simultaneously; 
•    Goal oriented and able to meet deadlines;
•    Ability to appropriately handle confidential information;
•    Poise, maturity, and the ability to communicate effectively with a variety of people, sometimes in difficult situations;
•    Ability to prioritize and effectively triage in a fast-paced work environment;
•    Ability to refer to specialists appropriately;
•    Proven ability to supervise.

Preferred Qualifications

Attention to Detail
Organization and Time Management Skills
Ability to Multitask and Prioritize
Professionalism
Excellent Verbal and Written Communication Skills
Ability to Maintain Confidentiality
Administrative Writing Skills
Managing Processes
Analyzing Information
Problem Solving
Supply Management
Inventory Control
Flexibility
Experience with VISION Entry, Reporting, and Analysis
Awareness of the Legislative Process in Vermont
Ability to Work Independently and in a Team
Ability to Establish and Maintain Effective Working Relationships 
Familiarity with Open Meeting Law

Equal Opportunity Employer

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