Administrative Specialist

Title: Administrative Specialist

Salary Range: $33,750-$41,250

Headquarters:
Eastern Panhandle Conservation District
151 Aikens Center, Suite 2
Martinsburg, WV 25404

Submit Resume to:

WV Conservation Agency

Attn: Human Resources

1900 Kanawha Blvd, East

Charleston, WV 25305

Fax: (304) 558-1635

Announcement closes: Until Filled

FLSA Classification: Non-Exempt

Additional Position Information:

Additional Position Information: This is an at-will position and is not covered under the West Virginia Division of Personnel rules.

Nature of Work:
The Administrative Specialist (AS) provides administrative support to the Conservation District (CD) related to outreach, West Virginia Conservation Agency (WVCA) and CD programs, and CD office management. Provides support services such as processing mail, messaging, procurement, and fixed assets. Effectively coordinates the administrative activities of a Conservation District. Conducts analysis and review of programs and activities to ensure the most effective administrative methods and techniques are used to accomplish overall objectives. Answers/directs telephone calls, screens call, and places outgoing calls. Assists district board with meetings. Prepares agendas, reports, and meeting minutes. Compiles and prepares data from routine accounting reports. Creates and maintains various spreadsheets relative to CD administrative and fiscal data. The AS performs related work as required and other duties as assigned.

Work Environment: This position operates primarily in an indoor office environment. Participation in outdoor functions may be required and may result in exposure to field conditions, inclement weather and the use of bio-security measures. Some travel with overnight stays is required.

Responsibilities:

• Provides support services such as processing mail, messaging, procurement, and fixed assets.
• Effectively coordinates the administrative activities of a Conservation District.
• Conducts analysis and review of programs and activities to ensure the most effective administrative methods and techniques are used to accomplish overall objectives.
• Answers/directs telephone calls, screens call, and places outgoing calls.
• Assists district board with meetings.
• Posts district board meeting notices.
• Prepares agendas, reports, and meeting minutes.
• Compiles and prepares data from routine accounting reports.
• Creates and maintains various spreadsheets relative to CD administrative and fiscal data.
• Maintains, processes, sorts, and files documents numerically, alphabetically, or according to other predetermined classification criteria.
• Maintains CD web page and CD Facebook page.
• Reviews expenditures, financial reports, and other fiscal records.
• Maintains accounting records, adjusts ledgers, prepares bank deposits and reconciles accounts.
• Works with the WVCA fiscal section related to the Conservation District Accounting Policy and Procedures handbook.
• Provides direct fiscal support to WVCA District Fiscal Program Operations and CD bookkeeper.
• Performs analysis of grant proposals and budgets.
• Develops budget estimates and expenditure schedules for district programs and activities.
• Prepares Letters of Request (LOR’s) for funding from WVCA.
• Coordinates the CD annual agreed upon procedures and engagement.
• Processes Freedom of Information Act (FOIA) requests following district procedures WV State Code.
• Maintains the WVCA/CD Agricultural Enhancement Program database, LOR database, and other WVCA databases.
• Manages WVCA cost share programs such as OM&R, Ag Enhancement, Conservation Reserve Enhancement Program (CREP) and 319 Projects.
• Prepares requests for quotation (RFQ), secures bids, solicits expressions of interest (EOI), assists in quality-based selection process (QBS), coordinates and facilitates various administrative matters and negotiations relevant to the award of contract or purchase of services.
• Oversees CD appointments to county Solid Waste Authorities (SWA) and RC&D Councils.
• Coordinates with Partners to prepare and update Annual Plan of Work.
• Coordinates or facilitates CD/WVCA functions such as banquets, farm tours, Ag workshops, contests, etc.
• Provides administrative services for the CD equipment rental program.
• Monitors the receipt and disbursement of appropriations throughout the fiscal year.
• Gathers and compiles information and monitors inventories, purchases, and sales.
• Procures supplies and equipment for Conservation District.
• Revises and updates District Policy and Procedure Manual.
• Maintains District Employee Handbook. (If applicable)

Knowledge, Skills and Abilities:

• Knowledge of the principles, practice, and methods of governmental accounting.
• Knowledge of all Microsoft Office Suite programs required.
• Knowledge of business communications and business math.
• Knowledge of database principles and/or computerized applications.
• Knowledge of regulations, processes, and procedures in the area of assignment.
• Knowledge of state and federal laws and regulations related to the area of assignment.
• Knowledge of the operation of office equipment such as a copier, fax machine, and personal computer.
• Knowledge and usage of accounting software.
• Ability to analyze and interpret accounting records.
• Ability to establish and maintain effective working relationships with others.
• Ability to greet the public.
• Ability to maintain records of some complexity and to prepare professional quality correspondence, reports, graphs, presentations, and/or tabulations from these records.
• Ability to understand and effectively carry out complex oral and written directions.
• Ability to manage time efficiently.

Minimum Qualifications:

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

Experience: None

Education Substitution: Associate degree in the area of business management or office administration and three (3) years of full-time paid employment in a professional position providing administrative services or office management. The Education Substitution years of experience must be in addition to the required Experience.

Or

High school diploma and five (5) years of experience in business management, office administration, or communications. 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.
• Physical ability to lift and maneuver 40 lbs.
• Pre-employment drug and alcohol testing.
• Pre-employment law enforcement background investigation.

Job Type: Full-time

Pay: $33,750.00 - $41,250.00 per year

Benefits:

• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift

Work Location: In person

Salary : $33,750 - $41,250