Administrative Services Assistant 2

State of West Virginia; Martinsburg (WV); On-site; USD 34,000 - 59,000; Full time

Job summary

State of West Virginia administers a high-security juvenile detention facility, seeking an experienced administrator to manage daily operations and lead a diverse staff including office, maintenance, custodial and kitchen personnel.

The role includes policy implementation, staff training, payroll and procurement duties, participation in budgeting processes and reporting requirements, with regular coordination with HR and senior leadership.

Qualifications

• Two years of full-time or equivalent part-time paid employment in a technical or professional position providing administrative services such as accounting, budgeting, project monitoring and reporting, personnel, or procurement and property.

Responsibilities

• Manage day-to-day operations of a maximum-security juvenile detention facility.
• Supervise office support staff, maintenance, custodian and kitchen staff.
• Train new staff and implement operational policies for the assigned area.
• Complete bank transactions and Oasis entries.
• Assist HR with Kronos, insurance, benefits and facility recruiting.
• Prepare weekly HR/hiring statistics and overtime reports.
• Attend weekly Management Department Head meetings.
• Assist Superintendent with budgeting and improvement needs.
• Utilize OIS, Kronos, Oasis and Cactas in daily work.

Skills

Administrative services

Budgeting

Project monitoring

Personnel

Procurement

Property management

Education

Bachelor's degree

Tools

OIS

Kronos

Oasis

Cactas

Job description

Nature of Work

Under limited supervision, performs administrative and supervisor work in providing support services such as fiscal, personnel, payroll or procurement in a state agency or facility. Responsible for the management of day-to-day operations of a maximum-security juvenile detention facility. Supervises the work of office support staff, maintenance, custodian, and kitchen staff. Responsible for the management and training of new staff, including but not limited to implementing operational policies to include changes and updates as they pertain to the area of assignment. Complete bank transactions, including Oasis entries of such transactions. Assist HR Associate with duties including but not limited to Kronos, Insurance, Benefits, and facility recruiting. Complete facility weekly reports, such as weekly HR/hiring statistics - vacancy report, pay period end review report, and weekly overtime report. Attend weekly Management Department Head meetings. Assist Superintendent with facility annual improvement and budgeting needs. Will have some authority to vary work methods and policy applications and to commit the agency to alternative courses of action. Complete EPA/evaluations on employees supervised. Utilize OIS, Kronos, Oasis and Cactas in addition to any other data base system necessary to this position. Performs related work as required.

• In accordance with SPB 3088 effective 10/7/23, $5000 will be added to the minimum starting rate of pay for all classifications within a Critical Vacancy Pay Supplemental Facility. Critical Vacancy Pay Facilities: Huttonsville Correctional Center and Jail, Mount Olive Correctional Complex and Jail, Western Regional Jail and Corrections. Facility, Northern Correctional Facility (including Ohio County Correctional Center), Northern Regional Jail and Correctional Facility, Chick Buckbee Juvenile Center, Vicki Douglas Juvenile Center, Potomac Highlands Regional Jail and Corrections Facility, and Eastern Regional Jail and Corrections Facility (including Martinsburg Correctional Center) (SPB3088).
• Employees in this classification shall receive an annual base building pay differential each fiscal year of $250 after completing one year of service.
• If an employee is hired into a Critical Vacancy Pay Facility (CVPF) and leaves the facility, the additional pay differential of $5,000 shall be removed from their salary, unless transferring to another CVPF.

State employment offers a variety of benefits.

PG: 11 $34,247 - $58,936

Market Rate: $52,545

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: Two years of full-time or equivalent part-time paid employment in a technical or professional position providing administrative services such as accounting, budgeting, project monitoring and reporting, personnel, or procurement and property.

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.

Verification and Documentation Requirements

Please note: All college, university or vocational school education, licensure or certification must be verified ONCE by attaching a copy of an official transcript, license, or certificate to your online application or by emailing it to the West Virginia Division of Personnel at: [e-mail] YOU DO NOT HAVE TO VERIFY HIGH SCHOOL GRADUATION OR THE EQUIVALENT. PLEASE DO NOT SEND HIGH SCHOOL DIPLOMAS OR TRANSCRIPTS. You must only submit this documentation ONE TIME; please DO NOT SUBMIT DUPLICATE COPIES. 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 resumé 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 resumé.

Professional and Administrative Support Definitions

Professional - Work which requires the application of theories, principles and methods typically acquired through completion of a Bachelor's degree or higher or comparable experience; requires the consistent exercise of discretion and judgment in the research, analysis, interpretation and application of acquired theories, principles and methods to work product. Administrative Support - Support services such as personnel, budget, purchasing, data processing which support or facilitate the service programs of the agency, also means work assisting an administrator through office management, clerical supervision, data collection and reporting, workflow/project tracking, etc.