Executive Assistant

How to Apply

**Do not apply through the State DHR system**.

Interested persons must send brief cover letter, resume documenting work experience (include starting and ending month and year, and number of hours per week for each position), education, and list of 3 professional references with name, title, organization and daytime phone to: View email address on click.appcast.io; and to View email address on click.appcast.io; and View email address on click.appcast.io;


Overview

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.

Summary

In this role, the incumbent will assist in managing the daily schedules for the Executive Director and the Director of Labor Relations and Operations (DLRO). Responsibilities include vetting and prioritizing meeting requests, managing incoming communications (such as answering the main EDO phone line and responding to emails), and handling assigned projects. Additionally, under the direction of the Executive Director and DLRO, this position provides administrative support to the State's Attorneys and Sheriffs Executive Committees, including the coordination of meetings.

The position assists with essential personnel actions for new hires, transfers, separations, promotions, and retirements, while also assisting with job postings. Acting as a central resource for field offices, the incumbent answers inquiries regarding payroll, benefits, and HR policies and procedures. Daily HR operations will be assigned by the DLRO but may include performing data entry for HR metrics and assisting with new employee training as requested. Additionally, the role provides vital personnel, human resources, and labor relations support by conducting research, running reports, compiling data, and preparing documentation for SAS leadership during collective bargaining preparation. The role will also provide technical and administrative assistance to the Legislative, Policy, and Public Records Attorney by helping to process, manage, and administer incoming public records requests and assist, as assigned with public records management, as a statewide SAS records liaison. The incumbent will assist in the planning and execution of statewide annual training programs for State's Attorneys and Sheriffs. This responsibility includes 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.

The incumbent may perform certain fiscal work as assigned by the Executive Director and DLRO and provides supplementary support to the SAS Fiscal Director and SAS Business Manager. To support these duties, the position requires attending relevant fiscal training for state systems to maintain an active working knowledge of program updates and functions. General office management tasks will be assigned but include managing inventory and ordering supplies to ensure smooth daily operations.

Environmental Factors

Duties are performed at the SAS EDO in Montpelier. Limited travel may be required for which private means of transportation should be available. Some work outside of regular work schedule may be required. There will be periods of heavy workloads and tight deadlines, particularly during the fiscal year end and start, and the entire legislative session.

Knowledge, Skills and Abilities

Working knowledge of office practices, procedures and equipment. 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. Typing speed of 35 wpm is preferred. 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. Must maintain strict confidentiality of information/ data relating to cases and SA office work, and adhere to state and federal confidentiality policies.

Minimum Requirements

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.

Pay Range

in the State classified pay plan, grade 22 is $25.98 to $40.56 hourly depending upon relevant qualifications.

Equal Opportunity Statement

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.