Executive Assistant

Title: Executive Assistant

Salary Range: $42,750.00-$52,520.00

Headquarters: Gus R. Douglass Ag Center @ Guthrie 255 Gus R. Douglass Lane Charleston, WV 25312

How to Apply: Email Vacancies@wvca.us

Closing Date: Open until filled

FLSA Classification: Exempt

This position is exempt from WV Division of Personnel Rules (At will employee).

Nature of Work:

The Executive Assistant (EA) serves as direct administrative support for the Executive Director and WVCA Division Directors. The EA performs a variety of complex and confidential clerical and administrative duties requiring a thorough knowledge of organization procedures and precedents. The EA must possess the ability to work independently and as a team member exercising judgment and initiative. The EA holds a State of West Virginia purchasing card for West Virginia Conservation Agency (WVCA) and State Conservation Committee (SCC) purchasing along with completing monthly log sheets, purchase requests, and documentation. May be assigned, from time-to-time, supervision of staff to accomplish projects relating to assignment of duties. The EA assists West Virginia Association of Conservation Districts (WVACD) with functions relating to the annual partnership conference. The EA keeps conservation district supervisor files updated and other duties as assigned.

Work Environment:

This position operates in an indoor office environment, sitting, standing, walking, using a computer and other office equipment, performing calculations, and communicating orally and in writing. Participation in outdoor functions may be required and may result in exposure to rough terrain, inclement weather and the use of bio-security measures. Some travel with overnight stays is required.

Responsibilities:

• Exercises independent judgement and initiative within the scope of their authority.

• Audits and processes various administrative documentation.

• Conducts special studies of a confidential nature.

• Functions as liaison for the Executive Director and WVCA Division Directors.

• Maintains, processes, sorts, and files documents according to classification criteria.

• Maintains contact with state and federal officials, legislators, program leaders, and district supervisors on developments and issues relative in the assignment area.

• Purchasing card duties for SCC, and WVCA including completing monthly log sheets, purchase requests, and other documentation.

• Organizes and prepares agendas, meeting minutes, correspondence, and other official documents.

• Plans, coordinates, organizes meetings, teleconferences and activities of SCC with the WVCA.

• Processes CD supervisor appointment documentation, correspondence, coordinates quarterly SCC meeting notices and packets, minutes, and keeps CD supervisor files updated.

• Provides support and guidance in areas of policy and procedures related to SCC and WVCA.

• Coordinates the State Farm Tour by keeping all documentation, hotel reservations, and purchases necessary equipment/supplies.

• Individuals perform related work as required and other duties as assigned.

Knowledge, Skills and Abilities: 

• Ability to maintain complete confidentiality in all job responsibilities and communications.

• Ability to communicate with a variety of people, both orally and in writing.

• Ability to establish and maintain effective working relationships with departmental officials, employees, working partners, state and federal agencies, and the public.

• Ability to maintain complex records and to prepare professional quality correspondence, reports, graphs, presentations, and/or tabulations from these records.

• Ability to plan, organize, coordinate, prioritize, and produce work products in situations where numerous, diverse demands are involved.

• Ability to take a lead role regarding daily office administration, operation, and coordination.

• Ability to understand and effectively carry out complex oral and written directions.

• Knowledge of business communications and business math.

• Knowledge of laws, rules, regulations, processes, and procedures in area of assignment.

• Knowledge of the organization and function of state government.

• Knowledge of the principles of administrative management and planning.

• Skill in Microsoft Office Suite Computer software and knowledge of general office practices and procedures.

• Skill in time management and organization.

Minimum Qualifications: 

Education: Bachelor’s degree from an accredited college or university with a major in business administration, public administration, accounting, finance, public policy analysis or related fields.  

Experience: Six (6) years of experience in administration, supply management, travel logistics, and equipment maintenance or a related field. 

Education Substitution: Associate degree in related field plus four (4) years full experience in 

a professional, administrative, or technical position in a related field. The Education Substitution years of experience must be in addition to the required Experience. 

Experience Substitution: None 

Additional Requirements:

• Dependable transportation and valid driver’s license.

• Pre-employment drug and alcohol testing.

• Pre-employment law enforcement background investigation.