Administrative Specialist-WV Conservation Agency-Wood

*** 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

Salary based on experience

Headquarters: Little Kanawha District, Parkersburg, WV

Closing Date: Open until filled

FSLA Classification: Non-Exempt

This position is exempt from WV Division of Personnel Rules (At will employee).

Nature of Work: The Administrative Specialist (AS) provides administrative support to the Conservation District (CD) related to outreach, West Virginia Conservation Agency (WVCA) and CD programs, and CD office management. This includes posting and organizing board meetings, working with WVCA accounting staff and CD accounting services, WVCA and CD technical staff, CD Supervisors, and assisting the public with WVCA and CD programs.

The AS performs related work as required and other duties as assigned.

Work Environment: This position operates primarily in an indoor office environment. Participation in outdoor functions may be required and may result in exposure to field conditions, inclement weather and the use of bio‑security measures. Some travel with overnight stays is required.

Responsibilities:

• Provides support services such as processing mail, messaging, procurement, and fixed assets.
• Effectively 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.
• Prepare 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 reconcile accounts.
• Works with the 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.
• Develop 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 Freedom of Information Act (FOIA) requests following district procedures 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.
• Oversee 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, Skills and Abilities:

• Knowledge of principles, practice, and…