Administrative Specialist-WV Conservation Agency-Raleigh

This job opportunity is not in the classified service and is not covered by the West Virginia Division of Personnel merit system.

If you are interested in this position, you must apply directly to the hiring agency.

HOW TO APPLY:
Submit resume to jsalyer

Title: Administrative Specialist - WV Conservation Agency - Raleigh Co.

Workplace: Southern Conservation District, Beckley, WV (Headquarters)

Salary: Base on experience

Position Status: Open until filled (Non-Exempt, at-will employee exempt from WV Division of Personnel Rules)

The Administrative Specialist provides administrative support to the Conservation District related to outreach, WV Conservation Agency (WVCA) and CD programs, and CD office management. The role includes posting and organizing board meetings, working with WVCA accounting staff, CD accounting services, WVCA and CD technical staff, CD Supervisors, and assisting the public with WVCA and CD programs. The assistant performs related work as required and other duties as assigned.

Work Environment:
Primarily an indoor office environment. Participation in outdoor functions may be required and may result in exposure to field conditions, inclement weather, and use of biocontainment measures. Some travel with overnight stays is required.

• Provides support services such as processing mail, messaging, procurement, and fixed assets.
• Coordinates the administrative activities of a Conservation District.
• Conducts analysis and review of programs and activities to ensure the most effective administrative methods and techniques are used to accomplish overall objectives.
• Answers/directs telephone calls, screens calls, and places outgoing calls.
• Assists district board with meetings.
• Posts district board meeting notices.
• Prepares agendas, reports, and meeting minutes.
• Compiles and prepares data from routine accounting reports.
• Creates and maintains various spreadsheets relative to CD administrative and fiscal data.
• Maintains, processes, sorts, and files documents numerically, alphabetically, or according to other predetermined classification criteria.
• Maintains CD web page and CD Facebook page.
• Reviews expenditures, financial reports, and other fiscal records.
• Maintains accounting records, prepares bank deposits, and files reconciles accounts.
• Works with WVCA fiscal section related to the Conservation District Accounting Policy and Procedures handbook.
• Provides direct fiscal support to WVCA District Fiscal Program Operations and CD bookkeeper.
• Performs analysis of grant proposals and budgets.
• Develops budget estimates and expenditure schedules for district programs and activities.
• Prepares Letters of Request (LOR’s) for funding from WVCA.
• Coordinates the CD annual agreed upon procedures and engagement.
• Processes FOIA requests following district procedures and WV State Code.
• Maintains the WVCA/CD Agricultural Enhancement Program database, LOR database, and other WVCA databases.
• Assists with WVCA cost share programs such as OM&R, Ag Enhancement, Conservation Reserve Enhancement Program (CREP), and 319 Projects.
• Prepares requests for quotation (RFQ), secures bids, solicits expressions of interest (EOI), assists in quality-based selection process (QBS), coordinates and facilitates various administrative matters and negotiations relevant to the award of contract or purchase of services.
• Oversees CD appointments to county Solid Waste Authorities (SWA) and RC&D Councils.
• Coordinates with partners to prepare and update Annual Plan of Work.
• Coordinates or facilitates CD/WVCA functions such as banquets, farm tours, Ag workshops, contests, etc.
• Provides administrative services for the CD equipment rental program.
• Monitors the receipt and disbursement of appropriations throughout the fiscal year.
• Gathers and compiles information and monitors inventories, purchases, and sales.
• Procures supplies and equipment for the Conservation District.
• Revises and updates District Policy and Procedure Manual.
• Maintains District Employee Handbook (if applicable).

• Knowledge of principles, practice and methods of governmental accounting.
• Knowledge of all Microsoft Office Suite programs…