Administrative Assistant; Guthrie Agricultural Center, Guthrie, Wv

West Virginia Department of Agriculture Position Description

Job: Administrative Assistant

Division: Communications

Headquarters: Guthrie Agricultural Center, Guthrie, WV

Reports To; Communications Director

Supervisory Responsibilities: None

FLSA Status: Non-Exempt

Under the general supervision of the Communications Director, this position provides administrative and clerical support for the WVDA Communications Division. The position assists with day-to-day office operations, correspondence, scheduling, purchasing, event coordination and other activities to support the Division.

• Provides general administrative and clerical support to the Communications Director and Division staff.
• Receives visitors and telephone calls and directs inquiries to appropriate Division personnel or other WVDA divisions and programs.
• Maintains, organizes and files electronic and paper documents according to established procedures.
• Reviews and distributes incoming mail and correspondence.
• Drafts, formats, proofreads and prepares correspondence, reports, spreadsheets, presentations and other documents.
• Assists with maintaining Division calendars and schedules meetings, appointments, travel and other activities.
• Assists with travel arrangements, registrations and related documentation for Division staff.
• Maintains records and compiles information, statistics and other data for reports, projects and Division activities.
• Enters and maintains information in spreadsheets, databases and other electronic platforms.
• Assists with administrative coordination of special events, meetings, outreach activities and other Communications Division projects.
• Assists with mailing lists, publications, promotional materials and other communications-related records and distribution activities.
• Orders office and program supplies and maintains inventory.
• Assists with purchasing documentation, invoices and other routine financial or administrative records.
• Coordinates maintenance and repair of office equipment as needed and assists with maintaining equipment inventory.
• Performs general clerical duties, including copying, scanning, mailing and document preparation.
• Works with employees throughout WVDA and outside organizations in a professional and courteous manner.
• Performs other duties as assigned.

Work is primarily performed in a normal office environment and may require prolonged periods of sitting and computer use, as well as standing, walking and lifting or moving office, event or communications materials. Occasional travel or assistance with WVDA events may be required.

• Thorough knowledge of standard business and office procedures, practices and equipment.
• Proficiency with Microsoft Office applications, including Word, Excel, PowerPoint and Outlook.
• Strong written and verbal communication skills.
• Ability to prepare, proofread and format correspondence, reports and other documents accurately.
• Strong organizational skills and attention to detail.
• Ability to organize and maintain electronic and paper records.
• Ability to manage multiple assignments, prioritize work and meet deadlines.
• Ability to work independently and exercise sound judgment.
• Ability to collect, organize and accurately report information and data.
• Ability to follow oral and written instructions.
• Ability to maintain confidentiality when handling sensitive information.
• Ability to establish and maintain effective working relationships with employees, government officials, partners and members of the public in a courteous and professional manner.
• Ability to learn and apply WVDA policies, procedures, programs and organizational structure.

Minimum Qualifications: High school diploma or equivalent.

At least one (1) year full-time or equivalent part-time experience providing staff support. Demonstrated grant writing, submission, monitoring and/or coordinate experience, at least one (1) year of successful experience preferred.

Completion/graduation from a business or vocational school with a high level of achievement may be considered as a substitution for work experience.

• Valid driver's license is required.
• Satisfactory completion of pre-employment drug testing.
• Satisfactory completion of pre-employment law enforcement background investigation, including DMV records.
• Must maintain a positive image of the Commissioner, West Virginia Department of Agriculture.

This description is subject to review and revision at the…