What are the responsibilities and job description for the Executive Administrative Assistant position at West Virginia?
Under general supervision of the Assistant Director of Taxpayer Services, this position performs advanced-level, responsible clerical and administrative tasks of a complex nature. The role requires the interpretation and application of policies, procedures, Legislative Rules, and office practices within the Taxpayer Services section of the West Virginia Tax Division. Due to the essential operational needs of this position, daily in-office presence is required.
Key Responsibilities
- Greet walk-in taxpayers, answer inquiries, and provide general assistance, including aiding taxpayers with self-service kiosks.
- Manage phone lines, direct calls appropriately, and schedule appointments for in-office taxpayer visits.
- Process form requests, mail tax forms/correspondence to the public, and ensure lobby inventory is stocked by requesting forms from the warehouse as needed.
- Receive, sort, and distribute incoming and outgoing mail daily.
- Utilize in-house tax software (Gentax) and Google Workspace products (Gmail, Docs, Sheets, etc.) for form processing, records management, and communication.
- Operate standard office equipment such as copiers, printers, scanners, and fax machines.
- Maintain statistical logs and compile administrative reports as requested by the Director or Assistant Director.
- Perform related duties as assigned to support section operations.
Qualifications & Requirements
- Ability to maintain a professional, courteous demeanor while assisting the public
- Strong verbal and written communication skills.
- Proficiency with Google Workspace products (Gmail, Docs, Sheets) and specialized enterprise database systems.
Performs related work as required.
Employment requires a fingerprint-based criminal-background check to be provided at the West Virginia Tax Division’s expense. Failing to initiate the process or cooperate with this process, providing false or incomplete information, or discovery of disqualifying information will result in denial of, or dismissal from, employment or denial of transfer irrespective of when discovered. The chosen applicant will also be subject to a tax compliance check.
Three (3) years of training or experience in increasingly responsible administrative or executive support experience, including work that required independent judgment in a professional setting.
Technical Skills:
Proficiency with word processing, spreadsheet, and calendar software (e.g., Google Workspace).
Familiarity with meeting platforms (e.g., Zoom, Teams) and basic office equipment.
Professional office setting with standard hours, occasional schedule flexibility may be required.
Frequent interaction with staff, agency leadership, and external partners.
May involve managing multiple priorities under time constraints.
Salary : $41,000 - $49,000