Job Title: Administrative SpecialistDivision: ExecutiveHeadquarters: Morgantown, WVReports To: Deputy CommissionerSupervisor
Responsibility: NoneFLSA Status: Non-ExemptNature of Work:
Under direct supervision, the Administrative Specialist is responsible for providing administrative support to Executive staff to ensure efficient operations. The incumbent performs duties associated with human resources functions. The work is characterized by its complexity in dealing with a broad area of knowledge, discretion, and confidentiality.

Examples of Work:

• Provides administrative support to upper-level administrative staff in designated field office locations.
• Receive visitors; direct inquiries both in-person or by phone to appropriate Division personnel and/or other Divisions.
• Maintain, process, sort, and file documents numerically, alphabetically, or according to other predetermined classification criteria.
• Draft correspondence and reports using word-processing, spreadsheet, and database software.
• Organize and prioritize projects such as conference planning with general guidelines and instructions.
• Arrange all details related to meetings and appointments.
• Record meeting minutes for various board meetings.
• Provides administrative support to supervisors/managers in designated field office locations.
• Operate office equipment.
• Answer telephone, screen calls, and take messages.
• Secure supplies, materials, and services for Division projects and daily needs
• Receive, sort, and distribute incoming and outgoing mail.
• Scan and index files according to predetermined criteria.
• Exercise sound judgement when dealing with confidential information.
• Manage multiple Executive schedules in Outlook and assist staff with directions, agendas and talking points.
• Make travel arrangements and prepare itinerary schedules for Executive staff as needed.
• Utilize spreadsheets or other software for customer relationship management or WVDA constituent services tracking and reporting.
• Compile commuting logs and travel expense accounts according to policy.
• Provides support for human resources functions. May participate in the recruitment and new hire process, including job fairs, interview panels, new employee orientation, and other areas to facilitate the employment process.
• Processes, verifies, and maintains standard human resources documents such as pre-employment materials, timecards, etc.
• Other duties as assigned.

Working Conditions:Office environment; sitting, standing, walking, driving, lifting to 50 pounds.Knowledge, Skills, and Abilities:

• Knowledge of modern office equipment, procedures, and practices.
• Excellent verbal and written communication skills.
• Ability to perform mathematical calculations accurately.
• Ability to quickly learn Department rules, regulations, and procedures.
• Ability to work in a deadline driven environment.
• Intermediate computer skills to use various applications such as Microsoft Office software products.
• Excellent attention to detail.
• Ability to maintain records according to a prescribed format.
• Ability to establish and maintain effective working relationships with all levels of management, co-workers, and the public.
• Ability to provide professional customer service via phone, email, and letter.
• Ability to carry out assignments of a complex and confidential nature independently with attention to detail and accuracy.

Minimum Qualifications:Education: Graduation from an accredited college or university with Bachelor’s in a related field. Experience: Five (5) years of demonstrated progressively complex, full-time paid administrative support preferred. Human Resources experience is a plus. Substitutions: Additional experience of relevant experience in excess of three years may be considered for each year of higher education required. Licenses/Certifications: N/A

Additional Requirements:

• Valid driver’s license is required.
• Satisfactory completion of pre-employment drug testing.
• Satisfactory completion of pre-employment law enforcement background investigation, including DMV records.
• Must maintain a positive image of the Commissioner, West Virginia Department of Agriculture, and the State of West Virginia.

This description is subject to review and revision at the discretion of the Commissioner and designees. West Virginia Department of Agriculture is an equal opportunity employer.