Administrative Services Assistant 1

State-of-West-Virgini; West Virginia; On-site; USD 36,000 - 48,000; Full time

Job summary

State of West Virginia seeks an experienced administrative professional to support the Law Enforcement division in Charleston. You will prepare documents, reports, and expense accounts, and handle inquiries from the public and agencies on Natural Resources regulations.

You will manage travel approvals, reimbursements, and grant reporting, including coordinating training and program administration for Hunter Education and related activities.

Qualifications

• Graduation from an accredited college or university.
• One year of full-time or equivalent experience in an administrative role providing accounting, budgeting, or reporting support.
• Experience at Office Assistant 3 or Accounting Technician 3 level or higher preferred.

Responsibilities

• Prepare finished documents, reports, tables, expense accounts, and correspondence from instructions.
• Answer questions from the public and other agencies regarding Natural Resources law and regulations.
• Process travel and reimbursements via OASIS for DNR LE staff.
• Maintain records of hunting-related incidents and grant reporting.
• Assist with training coordination and HE/BE program administration.

Skills

Budgeting

Reporting

Procurement

Administrative services

Public inquiries handling

Education

Bachelor's degree in public or business administration

Related field

Job description

Nature of WorkLaw Enforcement/Charleston HQ Employee will perform advanced secretarial tasks: preparing finished documents, reports, tables, expense accounts, and correspondence from verbal or written instructions. Employee must be able to multitask. Will answer questions from the public and other agencies regarding Natural Resources law, rules, and regulations. Will be the travel proxy for all DNR Law Enforcement (LE) staff. Responsible for all TRAUTHS and return TRERS (including airfare, rental cars, lodging, meals, parking, conference registration fees and any other travel-related fees) in OASIS. Receiving and tracking DNR LE vehicle collision incidents/accidents and initiating process with Fleet Management, BRIM, crash report, receive repair quotes, and record photographs and witness/police statements. Process insurance settlement checks. Schedule Accident Review Board meetings and prepared determination letters. Assist with creating budget narrative for Basic Hunter Education (HE) Grant on an annual basis. Apply through US Fish and Wildlife Service for grant award. Assist with calculating quarterly expenditures for time and mileage for NRPOs conducting Hunter Education classes, and for volunteer instructors to obtain matching grant. Follow reporting on grants to close out with a financial report. Monitor program income from duplicate Hunter Education card cost for matching reimbursement. Look up and issue duplicate Boater Education (BE) cards. Prepare income from duplicate cards to be deposited into DNR account. Assist with writing proposal and creating budget narrative for Recreational Boating Safety (RBS) Grant on an annual basis. Assist with application through the US Department of Interior and US Coast Guard for grant award. Input and check accuracy on all RBS monthly Boat Patrol Reports. Assist with calculation and reporting quarterly time, hours, and mileage for law enforcement boat patrols. Assist and coordinate Six Regional Training Officer Sergeants (RTOS) throughout the state to ensure Hunter Education is taught through public classes and middle schools. Receive and review RTOS weekly reports. Attend quarterly training staff meetings to ensure continuity of statewide training. Assist and coordinate HE Volunteer Instructor corps that exceeds 200 volunteers. Record all volunteer and officer re-certification every 2 years with a training session. Assist with review of HE Policy and Procedures Manual, Boater Education Policy and Procedure Manuals, as well as Child Protection Policy on a yearly basis. Weekly administration and approval of HE classes and Boater Education to ensure officer’s and volunteer’s miles and hours are correctly reported on Event Manager Database and Access FEDREP. Assist with shooting events. Enter all HE certifications into ELS (Electronic Licensing System) weekly. Participate in the IHEA-USA online training conference annually. Administer all records and logs of hunting-related incidents. Receive and track all reports of hunting related shooting incident investigations. Enter all required data into the IHEA-USA Incident Database. Maintain a record and log of all boating accidents that meet state and federal reporting criteria. Custodian of all boating accidents and investigations and ensure timely reporting of all crashes to the US Coast Guard Boating Accident Report Database (BARD). Strict adherence to timely reporting is a requirement by the US Coast Guard for grant funding from RBS. Review all incidents for completeness and retain per retention schedule. Maintain a record of all Boat Livery Operators within the state for compliance. Assist with coordinating yearly inspections of all current and new liveries. Receive all HE, BE, and LET mailings. Ordering recruitment materials and giveaways for advertising of WVHE Hunt Safe and WVBE Boat Safe. Manage and place all print orders through WV DOC. Assist and coordinate training events for all NRPO and SNRPO. Monitor and change all status and authority records for SNRPOS (Parks and Wildlife). Assist with applying to LET Committee for approval of all training outlines. Maintain a current agency records training database and act as assistant to WVDNR Law Training Coordinator for LEPSIS. Monitor and review all officers training hours and specialized instructors, and supervisory training for sergeants and above. Assist with the Field Training Officer Program (FTO). Plan and coordinate training for any new FTO. Annual review of the manual/update and or add changes to ensure a quality FTO program. Review and maintain all required Probationary Officer (PO) tasks and evaluations for individual training files. Preparing invoices for agencies, the DNR LE Section has a contract or Memorandum of Understanding for reimbursement. Access and work in the Mainframe database, access and review data in OVIS with DMV, work in wvOASIS. Regular attendance is required. Perform related work as required.Minimum QualificationsTraining: 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.