EXECUTIVE ASSISTANT (Guthrie Agricultural Center, Guthrie, WV)

Position Description
__________________________________________________________________________________________________________________________

Job Title:  Executive Assistant
Division:  Regulatory and Environmental Affairs
Headquarters:  Guthrie Agricultural Center, Charleston, WV
Reports To:  Division Director
Supervisory Responsibility:  None
FLSA Status:  Non-Exempt

Nature of Work:
The Executive Assistant serves as the primary point of contact for internal and external matters pertaining to the Regulatory & Environmental Affairs Division and must be able to work under pressure to handle a wide variety of activities including sensitive or confidential matters with professionalism, discretion, and sound judgment.

Examples of Work:

• Exercise sound judgment in a variety of situations to perform a variety of highly responsible, confidential, and complex secretarial and administrative duties for the Director, Deputy Directors, and Assistant Directors.
• Balance multiple priorities to work independently on projects from conception to completion; oversee special projects.
• Demonstrate initiative and critical thinking to represent the Director on assignments.
• Coordinate calendars and oversee travel arrangements including hotel reservations, airfare, and meeting registrations.
• Develop and maintain spreadsheets and databases for various documents, reports, presentations, and publications.
• Maintain P-card to order supplies and equipment as needed with emphasis on laboratory supplies and purchases.
• Maintain Travel Card for employee travel arrangements such as hotel, airfare, vehicle rentals, and meeting registrations.
• Maintain READ inventory.
• Maintain READ fleet of vehicles.
• Code and process invoices.
• Check and provide coding for READ staff expense accounts and employee reimbursements.
• Schedule and arrange conferences and meetings along with contacting speakers and individuals to participate.
• Work closely with laboratory staff on purchasing and receiving products.
• Work with various federal grants and state programs.
• Develop and present data and information to be used in budgetary planning, decision making, and resource allocations.
• Draft, type, and edit correspondence for the Director as needed.
• Create and maintain filing system to facilitate retrieval of essential material in hardcopy and digital formats.
• Maintains records of leases for READ field offices and pay monthly rent invoices.
• Provide daily, monthly, quarterly, and annual reports as needed.
• Other duties as assigned.

Working Conditions:
Office environment; sitting, standing, walking, driving, lifting up to 25 pounds.

Knowledge, Skills, and Abilities:

• Expert knowledge of modern office procedures, practices, and equipment.
• Expert knowledge of Department rules, regulations, and procedures.
• Expert organizational skills to independently establish priorities and carry out multiple assignments in a timely manner.
• Expert attention to detail in all work products.
• Seasoned professional in handling sensitive situations with the utmost discretion.
• Proficient in retrieving and utilizing information from multiple sources to complete assignments.
• Proficient in multiple computer applications including Microsoft Outlook, Word, Excel, PowerPoint, Publisher, Access, Adobe Sign, OASIS/KRONOS, Microsoft TEAMS, and One-Drive.
• Proactive in taking the initiative to assemble and analyze information; determine the appropriate response to certain issues or determine when to refer complex problems to others.

Minimum Qualifications:
Education:  Graduation from an accredited college or university with an associate’s degree preferred.
Experience:  Seven (7) years of demonstrated, progressively complex, full-time paid administrative experience composed of two years of full-time paid employment with at least five additional years of experience training and/or overseeing the work of lower-level administrative support staff preferred.
Substitutions:  Bachelor’s degree may be substituted for up to four (4) years of experience.
Licenses/ Certifications: None

Additional Requirements:

• Valid driver’s license is required.
• Satisfactory completion of pre-employment drug testing.
• Satisfactory completion of pre-employment law enforcement background investigation, including DMV records.
• Must maintain a positive image of the Commissioner, West Virginia Department of Agriculture.

               This description is subject to review and revision at the discretion of the Commissioner of Agriculture and designees.
                                                 West Virginia Department of Agriculture is an equal opportunity employer.