ADMINISTRATIVE ASSISTANT (GUTHRIE AGRICULTURAL CENTER, GUTHRIE, WV)

West Virginia Department of Agriculture; Charleston (WV); On-site; USD 32,000 - 42,000; Full time

Job summary

West Virginia Department of Agriculture seeks an Administrative Assistant to provide clerical support to the Communications Division. The role includes handling correspondence, scheduling, purchasing, event coordination and daily office operations.

Candidates should have strong written and verbal communication skills, be detail‑oriented and able to manage multiple tasks. A high school diploma is required and a valid driver's license may be preferred by the agency.

Qualifications

• High school diploma or equivalent.
• At least 1 year of full-time or equivalent part-time staff support experience.
• Proven ability to draft, proofread and format documents.

Responsibilities

• Provide administrative and clerical support to the Communications Division.
• Greet visitors and manage inquiries; direct to appropriate staff.
• Maintain electronic and paper filing systems and calendars.
• Process mail, prepare reports, spreadsheets and presentations.
• Assist with travel arrangements and event coordination.

Skills

Microsoft Office

Communication skills

Organization

Data entry

Education

High school diploma

Tools

Excel

Outlook

PowerPoint

Job description

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

Nature Of Work

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.

Examples Of Work

• 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.

Working Conditions

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.

Knowledge, Skills, And Abilities

• 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.

Education

Minimum Qualifications: High school diploma or equivalent.

Experience

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.

Substitutions

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

Additional Requirements

• 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 discretion of the Commissioner of Agriculture and designees.

West Virginia Department of Agriculture is an equal opportunity employer