Executive Assistant

State of Vermont•Calais, VT

4d•$26 - $41•Onsite

About The Position

The Department of State’s Attorneys and Sheriffs is seeking a self-motivated, organized, and dependable Executive Assistant to join our team. This full-time position is 40 hours per week, Monday–Friday, classified at Pay Grade 22 of the Classified Pay Plan, and is eligible for State employee benefits. This position provides high-level executive, administrative, and technical support to the Department’s Executive Director, the Director of Labor Relations and Operations (DLRO), and, as directed by the Executive Director or DLRO, to the respective Executive Committees for State’s Attorneys and Sheriffs. The ideal candidate will ensure efficient workflows, solve operational problems, and coordinate seamlessly between central and local offices. This role handles complex administrative duties, human resources support, records management, and fiscal assistance with a high degree of accuracy and professional discretion.

Requirements

Ability to accurately use Microsoft Office programs and the SAS case management system(s).
Ability to compose, type, format, data enter and properly file letters, reports, emails, memos, reports with basic directions.
Ability to communicate effectively orally and in writing (accurate spelling, grammar, punctuation).
Ability to work independently and carry out administrative and secretarial tasks with minimal instruction.
Ability to respectfully interact with all co-workers and supervisors, the public and partner organizations.
Ability to make correct and timely decisions.
Ability to monitor expenditures, purchase supplies, accurately file and retrieve office records, and compile data as requested.
Ability to correctly read, interpret and apply rules and regulations of the office and department.
Ability to learn the basics of Vermont's criminal justice system in order to provide information to law enforcement agents, court staff, attorneys, and the public in accordance with rules, policies and law.
Ability to maintain strict confidentiality of information/ data relating to cases and SA office work, and adhere to state and federal confidentiality policies.
Must be timely in reporting to work and dependable in attendance.
Must consistently maintain effective and respectful work relationships.
Must represent the SA office in a professional manner, even during stressful or demanding situations.
Bachelor's Degree, and 3 years at a technical or professional level in human resources, labor relations, program or office management, business or public administration, or other similarly-related field of study; OR Master's Degree, and 1 year at a technical or professional level in human resources, labor relations, program or office management, business or public administration, or other similarly-related field of study; OR Two years of full-time college coursework or an Associate's Degree, and 5 years at a technical or professional level in human resources, labor relations, program or office management, business or public administration, or other similarly-related field of study; OR Seven years or more of experience at a technical or professional level in human resources, labor relations, program or office management, business or public administration, or other similarly-related field of study.

Nice To Haves

Typing speed of 35 wpm is preferred.

Responsibilities

Assist in managing the daily schedules for the Executive Director and the Director of Labor Relations and Operations (DLRO).
Vet and prioritize meeting requests.
Manage incoming communications, including answering the main EDO phone line and responding to emails.
Handle assigned projects.
Provide administrative support to the State’s Attorneys and Sheriffs Executive Committees, including the coordination of meetings.
Assist with essential personnel actions for new hires, transfers, separations, promotions, and retirements.
Assist with job postings.
Act as a central resource for field offices, answering inquiries regarding payroll, benefits, and HR policies and procedures.
Perform daily HR operations as assigned by the DLRO, which may include performing data entry for HR metrics and assisting with new employee training.
Provide personnel, human resources, and labor relations support by conducting research, running reports, compiling data, and preparing documentation for SAS leadership during collective bargaining preparation.
Provide technical and administrative assistance to the Legislative, Policy, and Public Records Attorney by helping to process, manage, and administer incoming public records requests.
Assist with public records management as a statewide SAS records liaison.
Assist in the planning and execution of statewide annual training programs for State’s Attorneys and Sheriffs, including researching and securing venues, securing alternate funding sources, arranging speaker travel and lodging, organizing event schedules, preparing handouts and equipment, and managing all post-event finalization tasks such as processing invoices and data entry.
Perform certain fiscal work as assigned by the Executive Director and DLRO.
Provide supplementary support to the SAS Fiscal Director and SAS Business Manager.
Attend relevant fiscal training for state systems to maintain an active working knowledge of program updates and functions.
Manage inventory and order supplies to ensure smooth daily operations.