Administrative Services Assistant 1

Position Overview

The West Virginia Division of Finance is seeking a detail-oriented, driven Administrative Services Assistant 1 (ASA 1) to serve as a Lead Worker within our Shared Services unit in Charleston, WV.

This position provides essential fiscal, procurement, and administrative support for various state agencies, boards, and commissions. In addition to carrying out core accounting and purchasing duties, the Lead Worker serves as a central point of contact, backup supervisor, and workflow lead for unit staff to ensure high-quality, standardized service delivery.

Key Responsibilities & Essential Duties

Lead Worker & Supervisory Support

• Workflow Management & Quality Control: Oversee daily task assignments and manage the Shared Services email account to delegate incoming invoices and requests appropriately.
• Team Guidance & Training: Train, guide, and mentor team members (minimum of 2 full-time staff) on wvOASIS financial/procurement document entry and compliance standards.
• Document Approval: Exercise authority to review and approve financial, accounting, and procurement documents within wvOASIS.
• Process Improvement: Identify workflow efficiencies, make operational recommendations to leadership, and assist in writing standard operating procedure (SOP) manuals.

Accounting & Financial Operations

• Invoice Processing: Oversee and accurately process complex wvOASIS financial documents (e.g., GAX, GAXR, IET, IGT, and GAE) for general expenses, vendor refunds, inter-agency transfers, and fund encumbrances.
• Utility Account Oversight: Monitor and manage approximately 200 utility accounts for the General Services Division, tracking price fluctuations and usage to support accurate budgeting.
• Compliance & Audit: Partner with assigned agencies and the State Auditor’s Office to ensure all transactions strictly adhere to state laws, rules, and policies.

Procurement & Contract Management

• Contract Review: Evaluate incoming invoices against valid statewide or agency-delegated contracts; verify contract codes and compliance.
• Delivery Orders: Research open contracts in wvOASIS and through the WV Purchasing Division to build Agency Delivery Orders (ADOs).

P-Card Program Sub-Coordinator

• Program Administration: Serve as the P-Card holder for the Division of Finance and act as Sub-Coordinator for 30 cardholders across multiple agencies, boards, and commissions.
• Reconciliation & Compliance: Reconcile P-Card transactions (PCC, PRCC) ensuring proper fund coding, tax-exempt auditing, and adherence to State Auditor’s Office and Purchasing guidelines.
• Account Management: Manage user training, verify online testing modules, issue/cancel cards, adjust transaction limits upon request, and monitor U.S. Bank statements for declined charges or fraudulent activity.

Reporting & Communication

• Regular Reporting: Prepare and submit daily pending transaction reports, monthly ADO reports, monthly utility encumbrance reports, and P-Card cycle reports to the supervisor.
• Stakeholder Liaison: Confer with inter-agency staff, board personnel, and vendors to resolve complex billing issues and gather necessary financial data.

Minimum Qualifications

• Training: Graduation from an accredited college or university.
• Preference may be given to candidates with a major in Public Administration, Business Administration, Accounting, Industrial Relations, Communications, or a related field.
• Substitution: Additional qualifying experience (as described below) may be substituted on a year-for-year basis for the required college training.
• Experience: One (1) 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 from an accredited college or university in one of the fields listed above may be substituted for the required experience on a year-for-year basis.

Special Requirements & Conditions of Employment

• System Proficiency: Proficiency in financial/accounting functions within the wvOASIS system is required.
• Background Check: As a condition of employment, an inquiry into job-related information may be completed (including, but not limited to: criminal records, abuse registry records, driving records, employment history, and education/training). Failure to cooperate, providing false/incomplete information, or discovery of disqualifying information will result in denial of or dismissal from employment.

Areas of Assignment

Accounting & Auditing | Purchasing & Procurement | General Supervisory/Lead Work | Budgeting & Financial Reporting | Training & Communications | Data Processing

Pay: $32,862.00 - $56,373.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Vision insurance

Work Location: In person

Salary : $32,862 - $56,373