Executive Assistant

About the role

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.

Responsibilities

• Vet and prioritize meeting requests for the Executive Director and the Director of Labor Relations and Operations (DLRO).
• Manage incoming communications, including answering the main EDO phone line and responding to emails.
• Handle assigned projects as directed by the Executive Director and DLRO.
• Support the State’s Attorneys and Sheriffs Executive Committees by coordinating meetings.
• Assist with essential personnel actions for new hires, transfers, separations, promotions, and retirements.
• Provide administrative support for job postings.
• Answer inquiries regarding payroll, benefits, and HR policies and procedures for field offices.
• Conduct research, run reports, compile data, and prepare documentation for SAS leadership during collective bargaining preparation.
• Help process, manage, and administer incoming public records requests and 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.
• Perform certain fiscal work as assigned by the Executive Director and DLRO, providing supplementary support to the SAS Fiscal Director and SAS Business Manager.

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.

Qualifications

• 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.

Skills

• 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.

Benefits

This position is eligible for State employee benefits.

Pay

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