Administrative Services Assistant 1

State of West Virginia; Charleston (WV); On-site; USD 55,000 - 75,000; Full time

Job summary

The State of West Virginia Division of Corrections and Rehabilitation seeks a detail-oriented specialist to support the Director of Security, ensuring operational efficiency across facilities and managing essential agency resources. The role focuses on security and transportation systems integrity and requires strong data collection and reporting skills.

Key duties include security reporting and audits, fleet management for about 10 vehicles, vehicle maintenance coordination, and administrative

Qualifications

• Graduation from an accredited college or university; preferred majors include public or business administration, accounting, industrial relations, communications or related field.
• Additional qualifying experience may be substituted on a year-for-year basis for the required training.
• One year of full-time or equivalent part-time paid employment in a technical or advanced clerical position providing administrative services such as accounting, budgeting, project monitoring and reporting, personnel, or procurement and property; experience must have been at the Office Assistant 3 or Accounting Technician 3 level or higher.
• Successful completion of graduate study in an accredited college or university in one of the above fields may be substituted for the required experience on a year-for-year basis.
• Job duty descriptions of all experience MUST be included in the Work History section of your online application or clearly stated on your attached resume in order for them to be considered as qualifying experience toward the minimum qualifications.

Responsibilities

• Security Reporting & Compliance: Assist the Director of Security with tracking, data collection, and preparing comprehensive security audit reports for all Division of Corrections and Rehabilitation facilities.
• Compile data for review by DCR Leadership and Cabinet-level officials.
• Fleet Management: Manage the DCR Central Office vehicle fleet (approximately 10 vehicles), including maintaining and submitting monthly mileage logs.
• Ensure all vehicles undergo proper maintenance and inspections in accordance with DCR and state fleet management policies and procedures.
• Oversee the tracking and issuance of fleet vehicles for employee use and coordinate the preparation and submission of accident reports.
• Support the Director of Security in maintaining the agency’s master fleet tracking log and coordinate correspondence related to vehicle maintenance and insurance claims.
• Administrative Security Control: Performs other duties as assigned.

Education

Bachelor's degree

Associate degree

Graduate study in public/business administration, accounting, industrial relations, or communications

Job description

Nature of Work

The Division of Corrections and Rehabilitation (DCR) is seeking a detail-oriented and organized individual to join our team. This role will support the Director of Security by ensuring operational efficiency across the Division of Corrections and Rehabilitation facilities and managing essential agency resources.

The successful candidate will play an important role in maintaining the integrity and functionality of our security and transportation systems.

Primary Responsibilities

• Security Reporting & Compliance:
  
  
  
  • Assist the Director of Security with tracking, data collection, and preparing comprehensive security audit reports for all Division of Corrections and Rehabilitation facilities.
  
  
  • Compile data for review by DCR Leadership and Cabinet-level officials.
  
  
  
  


• Fleet Management:
  
  
  
  • Manage the DCR Central Office vehicle fleet (approximately 10 vehicles), including maintaining and submitting monthly mileage logs.
  
  
  • Ensure all vehicles undergo proper maintenance and inspections in accordance with DCR and state fleet management policies and procedures.
  
  
  • Oversee the tracking and issuance of fleet vehicles for employee use and coordinate the preparation and submission of accident reports.
  
  
  • Support the Director of Security in maintaining the agency’s master fleet tracking log and coordinate correspondence related to vehicle maintenance and insurance claims.
  
  
  
  


• Administrative Security Control:
  
  
  
  • Performs other duties as assigned.
  
  
  
  

Notre: Click The APPLY Link To Apply Online has been removed as an application instruction.

Minimum Qualifications

Training: Graduation from an accredited college or university. Preference may be given to candidates with a major in the area of public or business administration, accounting, industrial relations, communications or related field.

Substitution: Additional qualifying experience as described below may be substituted on a year-for-year basis for the required training.

Experience: One year of full-time or equivalent part-time paid employment in a technical or advanced clerical position providing administrative services such as accounting, budgeting, project monitoring and reporting, personnel, or procurement and property. Experience must have been at the Office Assistant 3 or Accounting Technician 3 level or higher.

Substitution: Successful completion of graduate study in an accredited college or university in one of the above fields may be substituted for the required experience on a year-for-year basis.

Other Information

State employment offers a variety of benefits. Click HERE to visit the Division of Personnel's Benefits Page.

The minimum qualifications for this job title are: Training: Graduation from an accredited college or university. Preference may be given to candidates with a major in the area of public or business administration, accounting, industrial relations, communications or related fields. Substitution: Additional qualifying experience as described below may be substituted on a year-for-year basis for the required training. Experience: One (1) year of full-time or equivalent part-time paid employment in a technical or advanced clerical position providing administrative services such as accounting, budgeting, project monitoring and reporting, personnel, or procurement and property. Experience must have been at the Office Assistant 3 or Accounting Technician 3 level or higher. Substitution: Successful completion of graduate study in an accredited college or university in one of the above fields may be substituted for the required experience on a year-for-year basis. Job duty descriptions of all experience MUST be included in the Work History section of your online application or be clearly stated on your attached resume in order for them to be considered as qualifying experience toward the minimum qualifications. Please include details of daily job duties on your online application or resume. Before answering the following questions, please familiarize yourself with the official West Virginia Division of Personnel definition for Office Assistant 3 level work, Accounting Technician 3 level work, and "administrative support" experience to help guide your response in determining whether or not you have the required one (1) year of administrative support services experience at the Office Assistant 3/Accounting Technician 3 level: Office Assistant 3 level work: performs advanced level, responsible and complex clerical tasks of a complicated nature involving interpretation and application of policies and practices includ

• I have a Bachelor's degree from an accredited college or university *AND* at least one (1) year of qualifying paid employment in a technical or advanced clerical position providing administrative services such as accounting, budgeting, project monitoring and reporting, personnel, or procurement and property. Experience must have been at the Office Assistant 3 or Accounting Technician 3 level or higher.


• I have an Associate degree from an accredited college or university *AND* at least three (3) years of qualifying paid employment in a technical or advanced clerical position providing administrative services such as accounting, budgeting, project monitoring and reporting, personnel, or procurement and property. Experience must have been at the Office Assistant 3 or Accounting Technician 3 level or higher.


• I have a Bachelor's degree from an accredited college or university *AND* at least fifteen (15) graduate semester hours in public administration, business administration, accounting, industrial relations, communications or related fields.


• I do not have any college coursework; however, I have at least five (5) years of qualifying paid employment in a technical or advanced clerical position providing administrative services such as accounting, budgeting, project monitoring and reporting, personnel, or procurement and property. Experience must have been at the Office Assistant 3 or Accounting Technician 3 level or higher.


• I have a combination of undergraduate coursework from an accredited college or university *AND* qualifying paid employment in a technical or advanced clerical position providing administrative services such as accounting, budgeting, project monitoring and reporting, personnel, or procurement and property to equal a total of five (5) years. Experience must have been at the Office Assistant 3 or Accounting Technician 3 level or higher. Coursework substitutes for qualifying experience at the rate of every thirty (30) semester hours = one (1) year of experience.


• I do not meet any of the above training and experience requirements. PLEASE DO NOT APPLY.

02

The next question asks how many total years of combined education and qualifying paid employment in a technical or advanced clerical position providing administrative services such as accounting, budgeting, project monitoring and reporting, personnel, or procurement and property. Experience must have been at the Office Assistant 3 or Accounting Technician 3 level or higher. To help you answer this question, please use the following equivalency chart to convert any post-high school education you have completed in to the appropriate amount of experience: Every thirty (30) undergraduate semester hours = One (1) year of experience Associate Degree = Two (2) years of experience Bachelor\'s Degree = Four (4) years of experience Every fifteen (15) graduate semester hours = One (1) year of experience Master\'s Degree = Two (2) years of experience Juris Doctor = Three (3) years of experience Doctorate/PhD = Four (4) years of experience *Please note: if your college/university used quarter hours, or if you need assistance converting your post high-school education to years of experience, please call Staffing and Recruitment for assistance at (304)-414-1852. After converting your college semester hours and/or degrees into years of experience using the chart above, please add them to any qualifying paid employment you have in a technical or advanced clerical position providing administrative services such as accounting, budgeting, project monitoring and reporting, personnel, or procurement and property. This experience must have been at the Office Assistant 3 or Accounting Technician 3 level or higher. Here are some examples: If you have a Bachelor\'s degree in Accounting and two (2) years of paid bookkeeping experience, you would count the Bachelor\'s degree as four (4) years of experience as per the charge above to add to your two (2) years of paid bookkeeping experience to give you a total of six (6) years of combined education and qualifying experience. Therefore, you wo

• I have five (5) to less than six (6) years of education and qualifying administrative support service experience combined.


• I have six (6) to less than eight (8) years of education and qualifying administrative support service combined.


• I have eight (8) to less than ten (10) years of education and qualifying administrative support service experience combined.


• I have ten (10) to less than twelve (12) years of education and qualifying administrative support service experience combined.


• I have twelve (12) or more years of education and qualifying administrative support service experience combined.

03

Type information about any college degrees, business school, vocational training or licensure here. You may also enter information about certification of ordination or ecclesiastical commission by an endorsing body or denomination here. Be as accurate as possible. This information will be used to determine your qualifications. For each entry, include details such as the degree, certificate or licensure earned, major/field of study, dates attended/graduated, and the name of the institution. Use the following examples as a guide:

• Degree: Bachelor of Science in Business Administration (Accounting) 12/09/2023 West Virginia State University


• Some college: 36 semester hours Spring 2021–Fall 2021 Marshall University


• Vocational-Technical school: 580 Clock Hours in Arc Welding May 2023 Ben Franklin Career Center


• Licensure/Certification: West Virginia Professional Engineering License 2024

If you have no relevant training or education to document, type "NONE" here.

04

AFFIRMATION: I certify under penalty of law and disqualification that all statements are true and complete. I authorize the State of West Virginia and any agent acting on its behalf to conduct an inquiry into any job-related information contained in this application. I release the State of West Virginia and any agent acting on its behalf from any and all liability by reason of the request for such information. I further authorize and request each former employer, educational institution, or organization (including law enforcement agencies) to provide all information that may be sought in connection with this application. WE DO NOT ACCEPT THE FOLLOWING DOCUMENTATION: Unofficial transcripts High school diplomas or transcripts Birth certificates Social Security Cards Driver’s Licenses Passports These documents will be removed from your profile if submitted.

• I consent to the above statement.


• Required Question