Administrative Services Assistant

Administrative Services Assistant – Fiscal Operations

West Virginia Solid Waste Management Board

Nature of Work

Under general supervision, performs administrative and technical support work in the fiscal and administrative operations of the West Virginia Solid Waste Management Board. The position assists with accounts payable processing, procurement documentation, financial recordkeeping, inventory tracking, and general administrative support for the agency. Work involves supporting the Comptroller in the preparation and maintenance of financial documentation, entering and maintaining transactions in state financial systems such as wvOASIS, and coordinating administrative processes that support the fiscal operations of the agency.

The employee interacts with internal staff, vendors, and other state agencies to ensure compliance with state fiscal, purchasing, and administrative procedures. Work requires accuracy in maintaining financial records and the ability to coordinate administrative activities across multiple program areas of the agency. Performs related work as required.

Administrative support staff in state agencies commonly assist with financial documentation, purchasing records, and operational support activities while maintaining agency records and systems.

Example of Work

• Assists the Comptroller with routine fiscal and administrative tasks including preparation of financial documentation, recordkeeping, and reconciliation support.
• Processes accounts payable documentation, reviews invoices for accuracy and completeness, and prepares payment documentation in accordance with state fiscal procedures.
• Enters and maintains financial transactions and supporting documentation in wvOASIS and other state financial systems.
• Prepares and tracks purchase requisitions and procurement documentation in accordance with state purchasing procedures.
• Maintains procurement files including purchase orders, vendor documentation, and purchasing correspondence.
• Assists with administration of the state purchasing card (P-Card) program including reconciliation documentation and record maintenance.
• Assists with processing employee travel reimbursement documentation and maintaining supporting records.
• Maintains records related to fixed assets and inventory, including updating equipment records, assisting with tagging and inventory verification, and maintaining property documentation.
• Maintains administrative and fiscal records in electronic and paper formats in accordance with agency and state recordkeeping requirements.
• Coordinates with other divisions of the agency to gather information, process documentation, and support the fiscal and administrative functions of the agency.
• Responds to routine inquiries from staff, vendors, and partner agencies regarding purchasing, payments, or administrative processes.
• Assists with preparation of reports, correspondence, and administrative documentation.
• Participates in training or professional development activities which may involve occasional overnight travel.

Procurement and inventory support activities such as reviewing requisitions, tracking purchase orders, and maintaining asset records are common administrative duties within state agencies.

Knowledge, Skills and Abilities

• Knowledge of general office practices and administrative procedures.
• Basic knowledge of accounting principles and financial recordkeeping practices.
• Knowledge of state purchasing procedures and procurement documentation.
• Knowledge of inventory control and fixed asset management practices.
• Working knowledge of wvOASIS or other government financial management systems preferred.
• Ability to review financial and procurement documentation for completeness and accuracy.
• Ability to maintain accurate records and organized filing systems.
• Ability to prepare reports, correspondence, and administrative documents.
• Ability to communicate effectively with staff, vendors, and other government agencies.
• Ability to establish and maintain effective working relationships.

Minimum Qualifications

Training:
Graduation from a standard high school or the equivalent.

Experience:
Three (3) years of full-time or equivalent part-time paid experience performing administrative support work involving fiscal recordkeeping, purchasing support, accounting assistance, or office administration.

Substitution:
Successful completion of college coursework in business administration, accounting, finance, public administration, or a related field may substitute for the required experience on a year-for-year basis.

Preference may be given to applicants with experience in:

• wvOASIS or other government financial systems
• Accounts payable processing
• State purchasing procedures
• State P-Card administration or reconciliation
• Travel reimbursement systems
• Inventory or fixed asset management

Pay: $48,000.00 - $52,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person

Salary : $48,000 - $52,000