"Administrative Secretary - Division for Land-Grant Engagement (Putnam County)"

Description

The Division for Land-Grant Engagement at West Virginia University is currently accepting applications for an Administrative Secretary in Hurricane, WV.

About the Opportunity

This position will provide administrative support for faculty and staff in the Putnam County Extension Service office. We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including:

• 37.5-hour work week
• 13 paid holidays (staff holiday calendar)
• 15 annual leave (vacation) days per year or more based on years of service (employee leave)
• 18 sick days per year (for when you're ill, for when you need time to care for sick family, for your own, or your family's, regularly scheduled medical appointments)
• WVU offers a range of health insurance and other benefits
• 401(a) retirement savings with 6% employee contribution match, eligibility to continue health insurance, and other retiree perks. Looking for more retirement benefits information? Check out retirement health insurance benefits, retirement income, and FAQ's.
• Wellness programs

What you'll do

Office Management

• Composes letters, reports, charts, graphs, manuscripts, forms, and memorandums from rough draft to final form utilizing word processing software.
• Maintains confidential volunteer files for vetting and requests appropriate background checks or trainings, as needed.
• Maintains and updates databases for all agents and mailing lists for office programs, including Z-Suites.
• Monitors and maintains office supply and inventory.
• Proofreads all typed material and corrects errors in sentence structure, grammar, spelling, and punctuations.
• Duplicates, collates, and binds letters, reports, memorandums, and other documents by operating a photocopy machine and stapler.
• Files a variety of documents by alpha, numeric, subject matter, and chronological filing systems.
• Provides copies of information from files upon request by locating information, photocopying, and returning information to appropriate location.
• Receives and greets visitors to office area (either via phone or in-person), determines nature of visit, and directs visitors to appropriate staff members.
• Prepares bulk mailings by typing, collating, labeling, and preparing for post office.
• Collects and deposits outgoing mail for the office area into appropriate location. Collects, opens, date stamps, sorts, and distributes incoming mail to staff within the office area.
• Prepares email messages and operates fax machine by transmitting documents to various locations.
• Enters data into computer file with appropriate file name/location to ensure quick access by staff members.
• Oversees the maintenance of office machines and equipment.
• 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.
• Work outside of the office if directed by supervisor in the areas of camp, county fairs, annual shows and other duties as assigned.
• 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.
• Other duties as may be assigned.

Financial Management

• Invoices and purchases office supplies.
• Maintain Financial records
• Support CPC in Financial best practices

Technology Support

• Serves as technology contact and liaison between Putnam County and Office of Technology OT).
• Acts as contact for support materials and software updates.
• Maintains library of computer resources and updates.
• Coordinates technical support between technicians and co-workers.
• Works with Extension and WVU technology to address critical systems issues, as necessary.

Pay Grade: 10

Hours: 8:30am to 4:30pm

Qualifications

• Training in business or a secretarial post-high school program of up to eighteen (18) months or High School Diploma or GED or equivalent combination of education and experience.
• A minimum of one (1) year of experience in the following: Administrative experience in support of an office. Strong computer experience including Microsoft Office. Must be proficient in Windows based applications and have strong internet skills. Work experience that demonstrates the ability to handle a variety of work assignments within a complex organization.
• Experience working with a large and diverse work force, handling assignments from multiple people which require immediate attention.
• Any equivalent combination of related education and/or experience will be considered.
• All qualifications must be met by the time of employment.

Knowledge, Skills and Abilities

• Knowledge of office methods, procedures, and protocols.
• Knowledge of correct English, grammar, spelling, punctuation, and sentence structure.
• Knowledge of principles and practices of fiscal record keeping.
• Ability to process financial transactions.
• Thorough knowledge of the mission/goals/policies/procedures of the program unit and institution.
• Demonstrated ability to use of Z-Suites and Microsoft Office (Word, Excel, Outlook, Access, PowerPoint).
• Excellent interpersonal skills and the ability to develop and maintain effective work relationships.
• Demonstrated ability to work independently, exercising good judgement.
• Demonstrated organizational and time management skills to manage multiple duties and requests as necessary.
• Ability to take accurate telephone messages for faculty and staff.
• Ability to operate standard office equipment (fax, copier, electronic calculator, voicemail).
• Ability to file and retrieve information in alpha, numerical, subject matter, or chronological order quickly and accurately.
• Ability to think critically, analyze information and solve problems.
• Ability to maintain confidentiality of sensitive information.
• Ability to lift office supplies and materials weighing up to 30 pounds.

Requirements

• Valid Driver's License
• Pcard Training (required by State Pcard Program).
• Funds handling and related training as needed.