Administrative Services Assistant 1 - Environmental Protection - Kanawha Co.

at  State of West Virginia

NATURE OF WORK

Employee will be assigned to the DEP Business Operations Office, Administrative Services Section. Under general supervision of the manager of Administrative Services, employee will perform complex administrative work at the full performance level providing equipment and support to the entire department statewide. Employee will answer procedural and process inquiries and shall frequently handle confidential inquiries from management. Employee will manage the agency’s cellular phone/equipment program by the ordering, issuance and tracking of equipment issued to all DEP employees. Will provide technical support to agency personnel when they encounter issues with their cellular equipment; make recommendations for plans and equipment and resolve billing issues with the vendors; develop a good working relationship with the representatives of the state contract cell phone providers; prepare Purchasing Agency Delivery Orders (ADO’s) for services and equipment; distribute all phones and equipment to DEP personnel. Employee will provide assistance to vendors, DEP personnel and other customers as needed. Will provide assistance to manager by scheduling, coordinating activities, and taking detailed notes during staff meetings for reference and will attend various meetings on behalf of the manager and provide information when requested. Employee will implement process changes in areas that directly involve Administrative Services; compose correspondence for manager and coordinates the issuance of reports for executive staff. Employee will present oral presentations and conduct training to staff and agency personnel on services provided. Employee will receive and process invoices for payment for leases, cellular equipment, janitorial, copiers and all facility related expenses. Payment of invoices will be processed to accounts payable or will be paid utilizing the Purchasing Card. Invoice processing will also include auditing to ensure correct charges and that the appropriate funding and coding information is correct. Will type and compose a variety of documents from verbal or written instructions; maintain, process, sort, and file documents; order and maintain inventory of office supplies for the Business Operations Office; enter data into a variety of databases and generate and provide reports as necessary; research and gather information on subjects related to the section. Employee will provide assistance and support in all areas of the Administrative Services section including leasing, fleet, purchasing, inventory, mail, maintenance and safety. Employee may provide assistance during emergencies or practice drills for shelter-in-place, fires and other safety related issues. May assist with the front desk receptionist duties. Employee will perform other duties as required and/or assigned. Employee must have the ability to work well with others; applicants with Microsoft Excel, Word and Power Point experience and those with P-card and wvOasis experience are preferred. Must have the ability to communicate well both orally and in writing. Ideal applicant will demonstrate the ability to learn network software applications to fulfill job expectations.
Regular and punctual attendance is an essential part of the position and is required.
IMPORTANT: Your eligible score will be based on information provided in your application; therefore, make sure your application is detailed and complete. You MUST complete ALL parts of the application, including the Work Experience section.
ATTENTION: Applicant must verify post high school education by submitting an official transcript or diploma, training or licensure earned pertaining to this position by the closing date of the posting, if not previously verified. If you are claiming Veterans preference, please submit “MEMBER 4” form and/or your VA Letter. Protecting your personal information is our highest priority. If your official transcript, training/licensure, or Veterans documentation contains your Social Security Number and/or birthdate, please redact that information before submitting it to the Division of Personnel.
Please attach documents to the online application before submitting it. Or, you may email it to: applicantservices@wv.gov or by mail to: WV Division of Personnel, 1900 Kanawha Blvd. E., Building 3, Suite 500, Charleston, WV 25305.
This announcement is for one (1) or more specific vacancies and only applies to the location(s) indicated. Your application will remain active for this job for one-hundred eighty (180) days or until the job is filled. Application for this job does not automatically qualify you for other positions. Be sure to submit your application for each position of interest. To receive an email notice anytime jobs in this or other categories are posted, you may choose to complete a Job Interest Card from the slide-out menu located at the top left of our Job Opportunities page.

MINIMUM QUALIFICATIONS

Training: Graduation from an accredited college or university. Preference may be given to candidates with a major in the area of public or business administration, accounting, industrial relations, communications or related field.
Substitution: Additional qualifying experience as described below may be substituted on a year-for-year basis for the required training.
Experience: One 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 in an accredited college or university in one of the above fields may be substituted for the required experience on a year-for-year basis.

Please refer the Job description for details