Temporary Administrative Services Assistant 1-Office of Shared Administration-Kanawha Co.

Posting number: TASA1-OSA

Department: - Not in the Classified Service, See Posting

Job classification: X - Job Not in Classified Service

Posting type: Open

Categories: Administrative Assistant, Miscellaneous, Office and Administrative Support

Summary

As a vital member of the administrative team, the Administrative Services Assistant 1 provides critical operational support to the Office of Management Information Services to ensure smooth day-to-day functions. This role delivers administrative backup across the wider department, assists fellow administrative team members, and provides direct support to two directors and their administrative teams. Core duties include managing communications, handling scheduling, processing documents, overseeing coordination efforts, and assisting with basic technology-related logistics. 

Key Responsibilities

Executive & Administrative Support

• Maintain leadership calendars and coordinate meetings, appointments, and schedules.

• Prepare meeting agendas, gather supporting materials, and create/manage batch calendars.

• Prepare, edit, and proofread a wide range of documents, including reports, presentations, and correspondence.

• Draft, format, and distribute internal communications.

• Maintain well-organized electronic and physical filing systems for departmental records and meeting documentation.

• Provide administrative support to the MIS cabling team.

• Participate in internal committees and organizational initiatives.

Operations, Logistics & Facilities

• Assist in planning, scheduling, and executing departmental meetings, training sessions, and events.

• Monitor office supply inventory and coordinate restocking and equipment servicing.

• Manage mail distribution.

• Process purchase orders and invoices, support vendor account tracking and documentation, and maintain vendor accounts.

• Maintain and update employee information on the electronic bulletin board and other internal systems.

Recruiting & IT Collaboration

• Schedule and track interviews, and manage communications with candidates.

• Collaborate closely with IT staff to support office systems, manage software access, and maintain basic troubleshooting documentation.

Qualifications & Skills

• Technical Skills: Strong proficiency in Google Suite and Microsoft Office is preferred; must be tech-savvy.

• Core Competencies: Detail-oriented, adaptable, receptive to direction, and capable of succeeding in a fast-paced environment.

• Work Style: Highly efficient at managing and completing multiple tasks simultaneously.

Qualifications

Training: Graduation from an accredited college or university. Preference may be given to candidates with a major in the area of public or business administration, accounting, industrial relations, communications or related field.

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.