Job description

Job Title: Administrative Assistant
Division: Executive
Headquarters: Guthrie
FSLA Status: Non-Exempt

Nature of Work:
Under direct supervision, the Administrative Assistant is responsible for providing basic administrative support to Division management and staff to ensure efficient operation of the Division. Work is performed in strict confidence and in accordance with modern professional secretarial principles and techniques.

Examples of Work:

• Answer telephone, screen calls, and take messages.
• Receive visitors; direct inquiries both in-person or by phone to appropriate Division personnel and/or other Divisions.
• Maintain, process, sort, and file documents numerically, alphabetically, or according to other predetermined classification criteria.
• Draft correspondence and reports using word-processing, spreadsheet, and database software.
• Organize and prioritize projects with general guidelines and instructions.
• Arrange all details related to meetings and appointments.
• Operate office equipment such as adding machine, calculator, copier, fax, or other equipment requiring no previous training.
• Receive, sort, and distribute incoming and outgoing mail.
• Secure supplies, materials, and services for Division projects and daily needs.
• Other duties as assigned.

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

Knowledge, Skills, and Abilities:

• Knowledge of modern office procedures and practices.
• Knowledge of Department rules, regulations, and procedures.
• Excellent verbal and written communication skills.
• Basic math skills.
• Ability to work in a deadline driven environment.
• Basic computer skills to use various applications such as Microsoft Office software products.
• Excellent attention to detail.
• Ability to maintain records according to a prescribed format.
• Ability to establish and maintain effective working relationships with all levels of management, co-workers and the public.
• Ability to operate standard office equipment.

Qualifications:
Education: High school diploma or equivalent.
Experience: One year of full-time employment in office clerical work preferred.

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, and the State of West Virginia.

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

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