Administrative & Operations Assistant

West Virginia; Charleston (WV); On-site; USD 36,000 - 48,000; Full time

Job summary

The State Resiliency Office in Charleston, WV is seeking an proactive Assistant to manage daily administrative operations and resolve everyday challenges with minimal supervision.

You will handle office workflows, invoices, procurement, meeting minutes, and quarterly/annual reporting, while coordinating with internal and external stakeholders.

This role offers autonomy to optimize procedures, strengthen documentation, and ensure timely completion of tasks.

Qualifications

• Associate degree in a related field required.
• Minimum 2 years of office management or administrative experience.
• Proficient with office software and basic financial tracking.

Responsibilities

• Manage daily administrative workflows and office systems.
• Maintain schedules, coordinate website updates, and respond to inquiries.
• Track invoices, process procurement requests, and complete P-card trainings.
• Coordinate internal/external communications and route inquiries appropriately.
• Maintain records, prepare meeting minutes, and support reporting.
• Assist in data gathering and distribution of quarterly/annual reports.

Skills

Accountability

Resourcefulness

Time management

Tech skills

Communication

Education

Associate degree in Business Administration or Public Administration

Tools

Google

Microsoft Office

wvOASIS (bonus)

Job description

We are seeking a proactive, self-motivated, independent Assistant to manage daily administrative operations and problem solving to keep the Resiliency Office running smoothly. This role grants a high degree of autonomy to manage your own workflow to meet the offices’ timelines and solve daily administrative challenges.

We value resourcefulness, strong public communication skills, and the ability to figure out the best way to complete a task within established guidelines without constant supervision.

Reports to

State Resiliency Office Director

Key Responsibilities

• Office administration: Manage daily administrative workflows, office systems and tasks, maintain office schedules, and website coordination.
  
• Resolve operational issues: Handle unexpected daily challenges and public inquiries as part of a collaborative and resourceful team. Identify issues and the cause then apply the fix, incorporating it into standard operating procedures or for future guidance.
• Financial Oversight:Track and prepare invoices for processing, process procurement requests, be eligible for and complete mandatory P-card training, utilize P-card to maintain office supplies. Familiarity or ability to operate in the wvOASIS system is a bonus.
• Coordinate communications: Respond to or coordinate communications with both internal and external stakeholders, field website inquirers, emails and phone calls clearly and professionally or route to appropriate entity.
• Maintain organization: Keep physical and digital agency records orderly, code compliant, and updated.
• Execute special tasks: Research solutions for office needs, prepare, distribute and archive meeting minutes. Assist in the data gathering, building and distribution of quarterly and annual reporting requirements.

Qualifications & Skills

• High accountability:Proven ability to complete assigned tasks to completion without
  constant oversight.
• Resourcefulness:A solution-oriented mindset and proactive problem solver with a can-do outlook.
• Time management:Must have excellent personal time management and the ability to keep the office operations and personnel on schedule.
• Technical Skills:Comfortable operating with common office software like Google and Microsoft. State billing systems, mapping software and website management skills are a bonus.
• Communication:Capable of delivering clear, professional, and concise messaging, both through spoken and written means.
  

Minimum Qualifications

• Education:Associate degree in Business Administration, Public Administration, or a related field.
  
• Experience:Minimum of 2 years of progressively responsible office management, budgeting, or administrative operations.
• Skills: Proficient in office software, financial tracking, written communication, and basic office coordination.