Administrative Services Assistant 1 - Commerce - Natural Resources - Randolph Co.

State of West Virginia•Charleston, WV

33d

About The Position

This job opportunity is not in the classified service and is not covered by the WV Division of Personnel merit system. Wildlife Resources Section/Elkins Operations CenterThis position will serve as an Administrative Services Assistant 1 focusing on uniform program administration and information and data-related support, within the GIS & Technical Support Program, Operations Unit, Wildlife Resources Section of the West Virginia Division of Natural Resources. Under general supervision at the full-performance level, the employee will plan, coordinate, and monitor operations of the uniform program in an administrative support function, ensuring consistency with state procurement rules, agency policy, and operational needs. The position will provide information and data-related administrative support for wildlife programs: coordinating with biologists, program staff, and external consultants to gather, compile, and validate information from multiple sources (e.g. customer surveys, field reports, wildlife surveys and damage reports). This position will serve as staff lead and administer the WRS Uniform Committee: convening meetings, preparing agendas, and facilitating discussions. The employee will oversee and manage contracts and vendor relationships for uniform supply, ensuring compliance with procurement regulations; maintain and update digital uniform catalogs, order forms, and policy documents in Google Workspace; lead hourly staff in fulfilling uniform orders and physical inventory: assigning tasks, reviewing work, ensuring timeliness and accuracy in order processing and inventory tasks. With general support, the position will develop and maintain tracking systems to monitor and evaluate individual uniform/hat orders, staff allowances, usage, and budgets. This position will oversee and perform data entry from paper forms, data processing and compiling information, ensuring accuracy and consistency of information across records, databases, and reports. The employee will coordinate information gathering and data processing, implementing quality assurance and quality control procedures. The position will write and maintain manuals outlining standard operating procedures for handling data and information. This position will manage administrative processes for the annual mailing and processing of wildlife-related customer surveys, overseeing printing, mailing, tracking, follow-ups on non-deliverables, and compiling returns. The employee will gather and compile survey information and maintain organized records of distribution, response rates, and reports. The employee will perform other administrative duties and all other tasks as assigned. The position requires the ability to lift up to 25-pound boxes. Regular attendance is required.

Requirements

Training: Graduation from an accredited college or university.
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.

Nice To Haves

Preference may be given to candidates with a major in the area of public or business administration, accounting, industrial relations, communications or related field.

Responsibilities

Plan, coordinate, and monitor operations of the uniform program in an administrative support function, ensuring consistency with state procurement rules, agency policy, and operational needs.
Provide information and data-related administrative support for wildlife programs: coordinating with biologists, program staff, and external consultants to gather, compile, and validate information from multiple sources (e.g. customer surveys, field reports, wildlife surveys and damage reports).
Serve as staff lead and administer the WRS Uniform Committee: convening meetings, preparing agendas, and facilitating discussions.
Oversee and manage contracts and vendor relationships for uniform supply, ensuring compliance with procurement regulations.
Maintain and update digital uniform catalogs, order forms, and policy documents in Google Workspace.
Lead hourly staff in fulfilling uniform orders and physical inventory: assigning tasks, reviewing work, ensuring timeliness and accuracy in order processing and inventory tasks.
Develop and maintain tracking systems to monitor and evaluate individual uniform/hat orders, staff allowances, usage, and budgets.
Oversee and perform data entry from paper forms, data processing and compiling information, ensuring accuracy and consistency of information across records, databases, and reports.
Coordinate information gathering and data processing, implementing quality assurance and quality control procedures.
Write and maintain manuals outlining standard operating procedures for handling data and information.
Manage administrative processes for the annual mailing and processing of wildlife-related customer surveys, overseeing printing, mailing, tracking, follow-ups on non-deliverables, and compiling returns.
Gather and compile survey information and maintain organized records of distribution, response rates, and reports.
Perform other administrative duties and all other tasks as assigned.