Office Manager

Job Title: Office Manager

Supervisor: Mason County WVU Extension Agent, CPC

Classification: Full-time Non-Exempt

This position is headquartered in Point Pleasant, West Virginia and works as a member of the WVU Mason County Extension Office within the WVU Extension Service (WVUES). Under general supervision of the County Program Coordinator Extension Agent, oversees the office budget, ordering supplies, and correspondence with collaborating and funding agencies.

The knowledge, skills and abilities listed below are typically acquired through the levels of education and experience required of the position. However, any equivalent combination of education and/or experience which provide an applicant with the listed knowledge, skills, and abilities to perform the essential duties and responsibilities of the job is acceptable.

Education

· Individuals should have a business or trade school diploma or certificate and/or a minimum of five years’ secretarial experience to include maintaining databases.

License or Certification(s)

· Valid driver’s license required.

Special Requirements

· Ability to pass the required criminal background check due to working directly with children.

· Must have experience using the following computer software: Microsoft Word, Excel, Publisher, Outlook, etc.

· Experience in filing records and maintaining financial records.

Office Management

· Answer routine calls independently or refer to appropriate staff for response. Be able to take messages or route callers to voice mail for appropriate staff.

· Receive and greet visitors to the Mason County Extension Office.

· Determine the nature of the visit and direct the visitor to the appropriate staff member or distribute handouts available on the subject matter.

· Type and prepare budget forms, reports, purchase orders and salary vouchers.

· Proof all typed office document/correspondence and correct errors in sentence structure, grammar, spelling and punctuation. Print final hard copy for signature, file copy in records and distribute to appropriate individuals.

· Compose correspondence from verbal instruction or from e-mails to relay information about meeting arrangements, office events, request for information and record and file office minutes.

· File a variety of documents by alpha, numeric, subject matter, and/or chronological filing systems by reviewing the document to determine the appropriate file location and place document in the file.

· Maintaining the office supply area in a neat, organized fashion, ordering supplies, keeping an accurate inventory of items, accepting deliveries and retrieving mail from the mailbox.

· Duplicate, collate and bind letters, reports, memorandums and other documents under the direction of supervising County Program Coordinator.

· Work outside of the office if directed by supervisor in the areas of camp, county fairs, annual shows and other duties as assigned.

· Maintain all the financial databases for funding with the Mason County Commission and Mason Board of Education in spreadsheet on daily/weekly basis.

· As directed by the County Program Coordinator to compile and maintain necessary databases needed for the county extension office.

· Handle the correspondence with various community organizations and funding sources in collaboration with supervisor.

· Participate in professional development sessions as related to the best management practices, finances and computer training in software that will improve office management.

· Stay apprised of community organizations and their services to families and youth in Mason County.

· Assist the County Program Coordinator in preparing, assimilating, producing, and making final copies of the various office budgets.

· Assist the Community Education Outreach Service Organization with reports, reorganization and copies of lessons.

· Other duties as may be assigned

Skills

· Strong communication skills as needed (written/oral/telephone/in person) to perform duties in a professional, businesslike manner.

· Organizational skills to plan and organize tasks and set priorities for responsibilities.

· Problem solving skills in dealing with a variety of interests and personalities.

· Interpersonal skills to interact with youth, parents, volunteers, external partners, etc. Excellent technology skills for computer word processing, data entry, and spreadsheet management required.

· Budget management skills.

· Leadership skills.

· Type with speed and proficiency.

Abilities

· Ability to maintain confidentiality.

· Ability to learn software for data tracking and office management.

· Ability to operate standard office equipment, computer, copier, postage meter, etc.

· Ability to operate various word processing software packages and programs such as Windows, Word, Excel and Power Point.

· Ability to type with speed and proficiency.

· Ability to manage numerous projects simultaneously, reprioritizing them as necessary to meet deadlines.

· Ability to be assertive and proactive while being a self-starter.

· Ability to read and write in English with strong emphasis on knowledge of correct grammar, spelling and punctuation.

· Ability to perform basic mathematical calculations.

· Ability to work independently under direction from supervisor in a structured environment, exercising judgment, tact and diplomacy in all interactions.

· Ability to establish and maintain effective relationships and deal tactfully with both internal and external constituents.

· Ability to work as a team member.

· Ability to maintain proper attendance and punctuality standards.

· Ability to understand people from various cultures and backgrounds.

· Ability to provide excellent customer services to diverse clientele.

Balances team and individual responsibilities; exhibits objectivity and openness to others’ views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; able to build morale and group commitments to goals and objectives; supports everyone’s efforts to succeed. Demonstrated ability to function effectively in a fast-paced office environment with staff of varied education levels, technical disciplines and cultural backgrounds required.

Treats people with respect; keeps commitments; inspires the trust of others; works with integrity and ethically; upholds organizational values. Demonstrated ability to maintain confidentiality and protect the proprietary nature of information contained in the daily course of work required.

Adapts to changes in the work environment; manages competing demands; changes approaches or method to best fit the situation; able to deal with frequent changes, delays or unexpected events. The Office Manager must be able to learn new information, such as technical terminology and the mission/goals/policies/procedures of WVU and WVU Extension Service, quickly and effectively.

Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions; follows through on commitments. Demonstrated ability to establish and maintain effective relationships and deal tactfully with other departments, organizational units, related programs and external agencies. Dress is business casual, except for Fridays.

· This is a 12-month, full-time, non-exempt staff position.

· The successful candidate will be evaluated at least annually and will be judged on the impact of their programming and efficacy of their assignment.

· Position is expected to begin as soon as possible

· $30,000 annually

· Medical

· Retirement

· Paid holidays/annual/sick/personal leave

· Other various optional benefit programs available

Please direct any questions regarding the vacancy to:

Lorrie Wright

Extension Agent, 4-H and Youth Development, Mason County

Assistant Professor

West Virginia University

(304) 675-0888 office

525 Viand Street, Courthouse Annex

Point Pleasant, WV 25550 Lorrie.Wright@mail.wvu.edu

Closing date: April 4, 2025. Interviews will be conducted the week of April 7.

WVU is an EEO/Affirmative Action Employer. Underrepresented class members are encouraged to apply. This includes minorities, females, individuals with disabilities and veterans.

Job Type: Full-time

Pay: $30,000.00 per year

Benefits:

• 401(k)
• Health insurance
• Paid time off

Schedule:

• 8 hour shift
• No weekends

Work Location: In person

Salary : $30,000