Administrative & Operations Assistant

State-of-West-Virgini; West Virginia; On-site; USD 40,000 - 55,000; Full time

Job summary

State Resiliency Office is seeking a proactive Assistant to manage daily administrative operations and problem solving to keep the office running smoothly. You will have a high degree of autonomy to manage your own workflow and meet timelines within established guidelines.

The role emphasizes resourcefulness, strong public communication skills, and the ability to work with minimal supervision while ensuring tasks are completed accurately and efficiently.

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.

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.

Skills

High accountability

Resourcefulness

Time management

Technical skills

Communication

Education

Associate degree in Business Administration, Public Administration, or a related field

Tools

Google Workspace

Microsoft Office

wvOASIS

State billing systems

Mapping software

Website management

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.