Temporary Administrative Services Assistant 1-Office of Shared Administration-Kanawha Co.

State of West Virginia; Charleston (WV); On-site; USD 27,000 - 39,000; Full time

Job summary

The State of West Virginia is seeking a Temporary Administrative Services Assistant 1 in Kanawha County to provide essential day-to-day support to the Office of Shared Administration and MIS. This role backs two directors and their teams, handling communications, scheduling, document processing, and basic technology logistics.

Key duties include maintaining calendars, drafting documents, coordinating meetings and events, managing filing systems, supporting MIS cabling, processing purchase

Qualifications

• Graduation from an accredited college or university.
• One year of full-time or equivalent part-time paid administrative services experience.
• Experience at Office Assistant 3 or Accounting Technician 3 level or higher.
• Graduate study may substitute for required experience on a year-for-year basis.
• Prefer majors in public or business administration, accounting, industrial relations, communications or related fields.

Responsibilities

• Manage leadership calendars and schedule meetings.
• Prepare agendas and materials; manage batch calendars.
• Draft, edit, and proofread a wide range of documents.
• Draft, format, and distribute internal communications.
• Maintain organized electronic and physical filing systems for departmental records and docs.
• Provide administrative support to the MIS cabling team.
• Coordinate meetings, trainings, and events.
• Monitor office supply inventory; arrange restocking and maintenance.
• Process purchase orders and invoices; track vendor accounts.
• Update employee information on internal systems.
• Schedule and track interviews; liaise with IT for office systems.

Skills

Google Suite

Microsoft Office

Tech-savvy

Education

Public or business administration degree

Accounting-related degree (preferred)

Job description

Nature of Work

TEMPORARY ADMINISTRATIVE SERVICES ASSISTANT 1

OFFICE OF SHARED ADMINISTRATION/MANAGEMENT INFORMATION SERVICES

DEPARTMENTS OF HEALTH, HEALTH FACILITIES, AND HUMAN SERVICES

LOCATION: KANAWHA COUNTY

SALARY: UP TO $24.18/HR

Position Overview

As a vital member of the administrative team, the Administrative Services Assistant 1 provides critical operational support to the Office of Management Information Services to ensure smooth day-to-day functions. This role delivers administrative backup across the wider department, assists fellow administrative team members, and provides direct support to two directors and their administrative teams. Core duties include managing communications, handling scheduling, processing documents, overseeing coordination efforts, and assisting with basic technology-related logistics.

Key Responsibilities

Executive & Administrative Support

• Maintain leadership calendars and coordinate meetings, appointments, and schedules.
• Prepare meeting agendas, gather supporting materials, and create/manage batch calendars.
• Prepare, edit, and proofread a wide range of documents, including reports, presentations, and correspondence.
• Draft, format, and distribute internal communications.
• Maintain well-organized electronic and physical filing systems for departmental records and meeting documentation.
• Provide administrative support to the MIS cabling team.
• Participate in internal committees and organizational initiatives.

Operations, Logistics & Facilities

• Assist in planning, scheduling, and executing departmental meetings, training sessions, and events.
• Monitor office supply inventory and coordinate restocking and equipment servicing.
• Manage mail distribution.
• Process purchase orders and invoices, support vendor account tracking and documentation, and maintain vendor accounts.
• Maintain and update employee information on the electronic bulletin board and other internal systems.

Recruiting & IT Collaboration

• Schedule and track interviews, and manage communications with candidates.
• Collaborate closely with IT staff to support office systems, manage software access, and maintain basic troubleshooting documentation.

Qualifications & Skills

• Technical Skills: Strong proficiency in Google Suite and Microsoft Office is preferred; must be tech-savvy.
• Core Competencies: Detail-oriented, adaptable, receptive to direction, and capable of succeeding in a fast-paced environment.
• Work Style: Highly efficient at managing and completing multiple tasks simultaneously.

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.

Job not in the classified service. See the hiring agency for a description of benefits.