Secretary 1

About the role

Under general supervision, at the full-performance level, relieves supervisor of clerical and minor administrative duties. Performs a variety of clerical and administrative tasks including managing seminar registrations, updating and compiling manuals for division training seminars, determining seminar materials used, reporting costs to supervisor, reviewing customer survey responses, compiling reports, maintaining filing systems, distributing mail, monitoring office supplies, providing backup support, and composing routine correspondence.

Responsibilities

• Manages seminar registrations and updates manuals for division training seminars.
• Determines seminar materials used and reports to supervisor for cost estimates.
• Reviews seminar customer survey responses and compiles report summaries for management.
• Compiles article submissions and collaborates with Communications Staff for newsletter publication.
• Maintains division filing systems and division database.
• Forwards boil water notice emails and alerts to staff.
• Opens, dates, and distributes mail.
• Maintains office supplies inventory.
• Provides backup and support to the division’s Administrative Secretary.
• Composes routine correspondence for director as needed.
• Applies discretion and tact in completing assignments and contacts with others.
• Determines inquiries or matters that should be referred.
• May represent division in special project meetings.

Requirements

Training: Graduation from a standard high school or the equivalent.
Experience: Four years of full-time or equivalent part-time paid experience performing full-performance clerical duties (this means multiple-step clerical tasks calling for interpretation and application of office procedures, rules and regulations) which MUST HAVE INCLUDED THE FOLLOWING DUTIES: screening and routing telephone calls and typing routine correspondence (including but not limited to typing emails, letters, memos, etc.).
Substitution: College hours or related business school or vocational training may be substituted through an established formula for up to two years of the required experience.

Qualifications

Minimum Qualifications:

• Training: Graduation from a standard high school or the equivalent.
• Experience: Four (4) years of full-time or equivalent part-time paid experience performing full-performance clerical duties (this means multiple-step clerical tasks calling for interpretation and application of office procedures, rules and regulations) which MUST HAVE INCLUDED THE FOLLOWING DUTIES: screening and routing telephone calls and typing routine correspondence (including but not limited to typing emails, letters, memos, etc.).
• Substitution: College hours or related business school or vocational training may be substituted through an established formula for up to two (2) years of the required experience.

Additional Qualifications:

• At least sixty (60) semester hours from an accredited college or university.
• Two (2) years of full-time or equivalent part-time paid experience performing full-performance clerical duties (this means multiple-step clerical tasks calling for interpretation and application of office procedures, rules and regulations) which MUST HAVE INCLUDED THE FOLLOWING DUTIES: screening and routing telephone calls and typing routine correspondence (including but not limited to typing emails, letters, memos, etc.).
• Any combination of college hours or related business school or vocational training to substitute for the remaining two (2) years for a combined total of four (4) years.

Note: If you do not meet any of the above training and experience requirements, please do not apply.

Skills

Must possess strong organizational skills, attention to detail, and the ability to manage multiple tasks simultaneously. Proficiency in Microsoft Office Suite is required, including Word, Excel, and Outlook. Excellent communication and interpersonal skills are essential, along with the ability to handle sensitive and confidential information with discretion.

Benefits

The State of West Virginia offers a comprehensive benefits package including health insurance, retirement plans, and paid time off.

Pay

The salary range for this position is $37,492 to $59,285 per year, based on experience and qualifications.

Schedule

The schedule for this position is typically Monday through Friday, with occasional evening or weekend work as needed.