Principal Assistant - Libraries

State of Vermont•Barre, VT

10d•$75,000 - $100,000•Onsite

About The Position

The Vermont Department of Libraries seeks a motivated, detail-oriented Principal Assistant for a full-time exempt position on-site at its Barre, Vermont office. Working closely with the Commissioner on a small, fast-paced, collaborative team, the role leads the Department’s business operations, financial procedures, and administrative policy. The position may potentially supervise business unit staff and performs other duties as assigned.

Requirements

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.
Expertise using the MS Office suite to develop and maintain financial spreadsheets, edit and format reports, and develop, edit, and format presentations.

Nice To Haves

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.
Professionalism.

Responsibilities

Serve as assistant and policy advisor to the Commissioner, including scheduling, taking minutes, and contributing to internal policy discussions.
Lead the Department’s financial management, including running VISION reports, reviewing financial spreadsheets, and resolving coding issues with the AOA Financial Services Division.
Develop programmatic budgets with the Commissioner; maintain encumbrance sheets and program tracking spreadsheets; and recommend uses of general, federal, and special funds.
Lead the Department’s work in VTBuys and process all invoices.
Draft and update procedures to ensure compliance with AOA Bulletins 3.5 and 5, and recommend improvements based on communities of practice.
Train staff on logging, coding, and processing invoices, and provide financial training to new employees.
Assist with grant processes, including eligibility checks and desk audits of Grants and Capital Projects files, and coordinate corrective action.
Support audit responses by reviewing financial reports and files.
Track the legislative calendar daily, flag key bills, assist with legislative requests, and take notes during testimony.
Support the Commissioner as Secretary to the Vermont Board of Libraries, including providing public notice of meetings.
Coordinate recruitment with Human Resources and the hiring manager.
Liaise with Buildings and General Services and oversee the Continuity of Operations Plan.
Answer the Department’s public phone line.
Build positive relationships with library staff and trustees, vendors, and other State entities.
Potentially supervise business unit staff.
Perform other duties as assigned.