Highway Administrative Secretary – Kanawha County
Nature of Work
The successful candidate will perform administrative support for the Director of the Legal Division. Responsibilities will include case file management and research; attending meetings and taking notes; receiving telephone calls for the Division; handle incoming mail; composing reports and correspondence; time reporting; coordinating with attendees to schedule meetings / conferences and reserve conference rooms when needed; and related duties as required. Other duties include the developing and maintaining of databases and spreadsheets using Microsoft Excel and Access to track legislation. Will draft, review, evaluate and assist with filing of all State rules, guidelines, policies and recommendations on the behalf of the Division of Highways. Must have the ability to communicate effectively; to understand and follow oral and written directions; to maintain a wide variety of legal files, records and reports; and to interact with individuals at all levels of the agency, as well as with individuals outside of the agency. The successful applicant must be discrete and tactful in safeguarding sensitive information. The successful applicant must have a valid driver's license and a willingness to travel statewide.
Pay Grade: 10
Typical Duties and Responsibilties
• Attends meetings for supervisor to take notes and offer input vis-a-vis supervisor's views or is briefed on meetings after the fact in order to assist the implementation of new procedures
• Studies and analyzes operational procedures, prepares reports of findings and recommendations for implementation of new procedures or the modification of existing procedures
• Collects and prepares operating reports such as time and attendance records, terminations, new hires, transfers, budget expenditures and statistical inquiries.
• Receives telephone calls, personal callers and incoming mail
• Makes arrangements for conferences, including date, time, location and space.
• Plans, schedules, assigns and reviews the work of other employees
• Oversees office services such as the completion of maintenance reports, ordering of supplies, filing
• Supplies administrator with specific detailed information for completion of reports, speeches, etc
• Types a variety of documents, often confidential in nature
• May conduct initial job interviews and recommend candidates for employment
• May monitor particular programs, draft reports on programs status, assist in applications for grants or outside monies, and draft correspondence for division heads concerning the programs areas
• May delegate work to other sections
• May write news releases and otherwise interact with the public on behalf of or in lieu of the administrator
• Established rules, regulations, and procedures will be used to solve a variety of routine problems and answer a variety of standard questions
• Personal contacts may include individuals or groups from outside the Division of Highways or Department of Transportation. Certain meetings or conversations may take place outside of the agency in a somewhat unstructured setting
• Travel may be required; therefore, a valid driver’s license may be required.
Required Skills and Knowledge
• Knowledge of standardized operations, policies, and guidelines that are used to solve routine and repetitive issues
• Knowledge of division rules, regulations and procedures
• Knowledge of modern office practices
• Ability to write and maintain detailed records
• Ability to retrieve and compile information from multiple sources to complete assignments
• Ability to draft correspondence dealing with routine inquiries or specific inquiries regarding the status of program areas
• Ability to communicate effectively with superiors, subordinates, other division personnel and the general public
• Ability to analyze operational procedures and prepare reports of findings and recommendations for modifications.
• Ability to perform basic mathematical operations
• Ability to type and operate a variety of office machines
REQUIRED EDUCATION
Graduation from a standard high school or the equivalent.
REQUIRED EXPERIENCE
• Six (6) years of full-time or equivalent part-time paid experience in performing clerical, secretarial, or administrative functions.
• Substitution: Successfully completed study from a regionally accredited college or university or vocational school training may be substituted through an established formula for the required experience.
Next Previous
