Transportation Business Operations Assistant Senior - Kanawha County

West Virginia Department of Transportation•Charleston, WV

About The Position

Under the general supervision of section leadership, the Transportation Business Operations Assistant Senior will serve as an administrative anchor within the Specifications Publications and Traffic Section. In this multifaceted role, the selected candidate will provide comprehensive operational support, which includes organizing, compiling, and distributing agenda items for the Materials Procedure, Specifications, Standard, and Manuals Committees. Additionally, the individual will be responsible for attending these committee meetings to accurately capture discussions, take detailed notes, and transform them into formal meeting minutes for the Supervisor’s review and approval. Beyond meeting management, the position requires preparing official memos, routing finalized technical documents for executive signature, and maintaining proactive, professional communication between internal project champions and external entities. To ensure seamless section workflows, the assistant will also oversee complex calendar management, coordinate virtual and in-person room schedules, and perform other administrative or operational duties as assigned to support the section’s overall mission. Pay Grade: 13

Requirements

High school diploma or equivalent.
Four (4) years of full-time or equivalent part-time paid experience in providing advanced clerical duties and/or administrative services in accounting, budgeting, project monitoring and reporting, personnel, or procurement and property.
Knowledge of the functions and objectives of the agency.
Knowledge of the laws and regulations relating to the agency.
Knowledge of the principles and techniques used in the assigned function or specialty area.
Ability to coordinate the unit activities with other units within and outside state government.
Ability to establish and maintain effective working relationships with others.
Ability to analyze and interpret budgetary and technical data related to the area of assignment.
Ability to supervise the work of others.
Valid driver’s license is required.

Nice To Haves

Successful completion of coursework from a regionally accredited college or university, related business school, or vocational training may be substituted for the required experience through an established formula.

Responsibilities

Organizing, compiling, and distributing agenda items for the Materials Procedure, Specifications, Standard, and Manuals Committees.
Attending committee meetings to accurately capture discussions, take detailed notes, and transform them into formal meeting minutes for the Supervisor’s review and approval.
Preparing official memos.
Routing finalized technical documents for executive signature.
Maintaining proactive, professional communication between internal project champions and external entities.
Overseeing complex calendar management.
Coordinating virtual and in-person room schedules.
Performing other administrative or operational duties as assigned to support the section’s overall mission.
Develops procedures for the effective implementation of the work of the unit, to include forms, operating procedures, and proposed policies, and confers with unit management and other staff regarding revisions to budgetary, purchasing, and other administrative services, policies, and procedures.
Develops operating manuals necessary for the instruction and training of unit staff, agency officials, and other state officials; conducts periodic training sessions for new initiatives and procedures in the area of assignment.
Analyzes the budget document and appropriate enabling legislation to determine the need for revised operational procedures for the budgetary cycle.
Prepares or supervises the preparation of required fiscal and budgetary reports in the area of assignment.
Monitors the expenditures of state agencies and higher education systems to ensure compliance with budgeted appropriations, confers with state officials and budget specialists in the resolution of expenditure level problems, advises on the transfer and reallocation of funds to resolve such problems, and briefs management on potential areas of appropriation level difficulties.
Prepares or assists in the appropriation of grant proposals and budgetary recommendations for the agency; monitors the execution of appropriations throughout the fiscal year.
Develops procedures, forms, and controls necessary for the effective operation of the unit.
Within State Purchasing Rules and Regulations, examines purchasing requests for conformity to specifications and budgeted amounts.
May negotiate contracts and agreements for the procurement of equipment, supplies, and services.
Supervises other professional, technical, and clerical employees in the unit.