Job Title: Administrative Assistant

Division: Agriculture Business Development

Headquarters: Guthrie Agriculture Center at Charleston, WV

FLSA Status: Non-Exempt

Salary Range: $28,000 to $30,000

Closing Date:  February 28, 2018

Nature of Work: Under general supervision of the division director, this position provides administrative support for the Division.

Examples of Work:

• Receives visitors and answers phones; directs inquiries both in-person or by phone to appropriate Division personnel and/or to other Divisions.
• Provides administrative support for various division programs and activities.
• Compiles data needed for existing/new companies, maintains company files.
• Coordinates grant exploration, development, application, monitoring, reporting and closeout.
• Assists with composing drafts for cooperative agreement proposals, formulating monthly, quarterly, or annual reports and other documents as needed.
• Maintains the paperwork, logo requests, and databases for the WV Grown logo program and the WV Agribusiness listing.
• Maintains inventory of division property and tracks property disposition.
• Retrieves and utilizes information from multiple sources to complete assignments; enters data into various platforms, performs analysis of trends, and generates associated reports.
• Reviews and distributes incoming mail.
• Composes clear and concise correspondence, reports, other documents, and maintains division files.
• Provides for set-up and prepares for special events.
• Orders supplies and keeps track of inventory.
• Other duties as assigned.

Working Conditions: Normal office environment; standing, sitting, walking, lifting, operating a computer and other office equipment.

Knowledge, Skills and Abilities:

• Advanced knowledge of business/office procedures, practices, and equipment.
• Advanced knowledge of software including Microsoft Office (Word, Excel, PowerPoint).
• Advanced knowledge of business English, spelling, and arithmetic.
• Knowledge of rules, regulations, policies and objectives of WVDA.
• Knowledge of the state procurement and bidding procedures.
• Knowledge of fundamentals of budgeting and accounting as applied to public administration, and generally accepted accounting theories, principles, methods, practices, and terminology.
• Knowledge of procedures for initiation, development, accomplishment, and evaluation of programs or services.
• Skilled in attention to detail for completing assignments independently.
• Skilled in establishing and maintaining effective working relationships with a wide range of people with various functions and levels of authority in a courteous and respectful manner.
• Ability to analyze procedures, prepare report findings and recommendations for modifications.
• Advanced written and oral communications skills.
• Ability to define problems, collect data, establish facts, and draw valid conclusions.
• Ability to evaluate grant applications and financial records for accuracy and completeness.
• Ability to issue and follow oral and written instructions and exercise sound judgment.

Minimum Qualifications:

Education:

• High school diploma or equivalent.

Experience:

• At least one (1) year full-time or equivalent part-time experience providing staff support.
• Demonstrated grant writing, submission, monitoring and/or coordination experience, at least one (1) year of successful experience preferred.

Substitution:

• Completion/graduation from, a business or vocational school with a high level of achievement may be considered as a substitution for work experience.

Additional Requirements:

• Valid Driver’s License.
• 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.