Adminstrative Specialist; Guthrie Agricultural Center, Guthrie, WV

Overview

West Virginia Department of Agriculture

Position Description

Job Title:

Administrative Specialist

Division:
Administrative Services

Headquarters:
Guthrie Agricultural Center, Charleston WV

Reports To:

CFO / Director Administrative Services Division

Supervisory Responsibility:
None

FLSA Status:
Non-exempt

Under general supervision, the Administrative Specialist (Payroll) performs advanced level administrative work, responsible for complex clerical tasks of a complicated nature involving advanced oral and written communication, interpretation and application of policies and practices, and occasional computation of numeric data. The focus of this position will be performing administrative functions for processing payroll and benefits for Department employees but may be responsible for other administrative tasks.

The work is characterized by its complexity in dealing with a broad area of knowledge, discretion, and confidentiality, with strict accountability for results.

• Audits and corrects timekeeping records as necessary, including administration of leave and historical corrections. May also process manual timekeeping records.
• Communicate with employees, via telephone, correspondence, or personal contact, of information related timekeeping such as deadlines, corrections, and general questions.
• Gather and compile information for state records, in hard copy or electronic format as required, including assisting in maintenance of personnel records.
• Maintain knowledge of current and applicable Federal and State payroll law, State government business practices, benefit regulations and/or guidelines, and other established procedures related to payroll or employee management; ensures compliance.
• Provides reports for regular or intermittent review by agency management personnel and/or external parties.
• Work with external and internal parties to submit workplace incident reports to insurance agency.
• Maintain agency training records as needed.
• Performs office management functions including ordering supplies, researching, or evaluating potential office equipment for purchase, and/or making necessary maintenance requests for items in need of repair or upgrade.
• Receives, logs, sorts, and distributes incoming and outgoing mail depending on the content or nature.
• Utilize Purchasing Card to make purchases and reconcile statements according to policy.
• May assist in briefing/training Division Directors, other agency management personnel, and/or the general employee population on new policies, procedures, or processes related to the area of assignment.
• May assist with implementation of new policies and procedures as well as implementation of new software systems.
• May be cross trained to assist with other fiscal management functions to provide support on a temporary basis.
• Other duties as assigned.

Office environment, sitting, stooping, bending, walking, stretching/reaching, keyboarding, manual dexterity, visual acuity, ability to lift over 20 pounds. Some travel required.

• Knowledge of regulations, processes, and procedures in area of assignment, including all applicable State and Federal laws.
• Knowledge of State government financial and payroll systems.
• Knowledge of electronic or software-based employee timekeeping systems.
• Knowledge of general office practice and procedures.
• Ability to collect and compile accurate information.
• Ability to handle and maintain confidential or sensitive information.
• Ability to carry out assignments of a complex and confidential nature independently with attention to detail and accuracy.
• Ability to communicate effectively orally and in writing.
• Skilled in performing mathematical calculations accurately.
• Interpersonal skills to interact with co-workers, agency management, employees, other agencies, and the general public to establish and maintain effective working relationships.

Education:

Graduation from an accredited college or university with an Associate’s degree in accounting, business administration, finance, human resources or related field.

Experience:

Two years of full-time paid employment in payroll/benefits,…