Administrative Secretary

Nature of Work

Are you an experienced administrative professional with a passion for helping families across West Virginia thrive? Join our team in the Division of Family Support at the Bureau for Family Assistance as an Administrative Secretary! Our team in the Family Support Division is passionate about advancing economic stability and family well-being, providing on-the-job training, performance feedback, and professional development opportunities for team members dedicated to career growth. Team members also receive a full benefits package that includes 12 paid holidays, tuition reimbursement, paid vacation and sick leave, medical and life insurance, retirement plans, and much more!

This role supports the mission of the Division to strengthen economic stability and promote the well-being of children and families by providing advanced administrative support to the Family Support Director, as well as to the entire Division of Family Support. The Administrative Secretary will assist in planning and analyzing specific program and policy issues affecting daily operations, in addition to advising the Director of current issues, flagging problems, and proactively recommending solutions. This role also manages critical administrative components related to state TANF funding while also supporting the success of community initiatives including Family Resource Networks (FRNs) and Family Support Centers.

Key Responsibilities

Duties of the Administrative Secretary will include:

• Reviewing policy statements, program manuals, public information, grants, and reports to ensure content clarity and compliance with departmental guidelines. This includes managing, reviewing, and approving all public information placed on the Bureau website.
• Conducting targeted research on complex issues affecting local programs and services and preparing comprehensive reporting material that depicts the Division's progress.
• Assigning, distributing, and tracking pending tasks for staff, while regularly reporting progress to the Director. Serving as the primary point of contact for submitting and tracking documents pending review or approval at the Commissioner's Office.
• Corresponding via phone, email, and written letters with federal funding agencies, external partners, the public, and internal Bureau programs.
• Independently composing and updating official documents utilized by professional staff, support staff, external partners, alternative bureaus, and the general public
• Facilitating procedural decisions in the Office Director's absence to maintain workflow.
• Supporting managers in the talent acquisition process by participating in or conducting interviews for prospective hires.
• Managing and approving leave requests for staff as needed.

Minimum Qualifications

TRAINING: Graduation from a standard four-year high school or the equivalent. EXPERIENCE: Six years of full-time or equivalent part-time paid experience in secretarial work, two years must have included administrative support or complex clerical duties. SUBSTITUTION: Successful full-time study in an accredited college or university, or resident business or vocational school training may be substituted through an established formula for the required experience.