Administrative Services Assistant 1

Nature of Work

NR26-63

0310PA0032

Classified-Exempt Position

Administration/Charleston HQ This position is responsible for providing comprehensive administrative, operational, and compliance support to ensure the efficient functioning of the department. The role oversees document management, coordinates internal and external communications, and maintains accurate records essential for regulatory, financial, and organizational reporting. The position requires strong attention to detail, sound judgment, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities:

Insurance Document Management

• Manage, organize, and maintain all insurance-related documents, including policies, certificates, renewals, endorsements, and correspondence.

• Ensure timely processing, filing, and retrieval of insurance documentation for internal  departments and external partners.

• Track policy expiration dates, coverage changes, and required updates to maintain continuous compliance. Maintain information on the agency intranet.

BRIM Reporting & Claims Administration

• Prepare, submit, and monitor all required BRIM (Board of Risk and Insurance Management) reports. Including but not limited to: Loss Prevention Reports, Action Plan responses, and Loss Control Questionnaires.

• Serve as the primary point of contact for BRIM claims, coordinating documentation, evidence collection, communication with adjusters, and tracking claim payments.

• Maintain detailed claim files and follow up on claim status to ensure timely resolution.

• Assist leadership in identifying trends, risks, and opportunities for mitigation based on claim activity and potential liabilities.

• Schedule and serve on the Safety Committee. Schedule meetings, produce reports, and track associated training for all levels of the organization (cybersecurity, driver safety, and privacy incidents). This includes coordinating information with other sections and departments within the agency.

• Maintain all mobile equipment inventory through the BRIM portal, adding purchases and removing retirements. Conduct routine audits to ensure accuracy.

• Submit employee state vehicle accident reports to the Fleet Management Office.

Fleet Management

• Register new vehicles and other mobile equipment (boats, trailers, ATV’s) with the DMV, including license plate requests, registrations, and titles.

• Complete Holman maintenance approvals, commuting reports and vehicle request forms. Assign employee fuel PINS. Communicate new vehicle maintenance contracts and process changes to the agency.

• Track Capitol Complex parking permits, including handicap parking requests. Pay EZ Pass invoices for Administration and contact sections regarding tickets. 

• Develop, deploy, and track agency-wide drivers’ safety training. Create and maintain a listing of employee drivers. 

• Maintain monthly vehicle logs, track odometer readings, and review them to identify underutilized vehicles and recommend asset performance extension solutions.

Administrative & Operational Support

• Draft, edit, and distribute professional correspondence, reports, and departmental communications.

• Maintain accurate records, databases, and filing systems in accordance with organizational policies.

• Coordinate scheduling, meetings, training, and logistics for internal and external stakeholders.

• Support procurement, budgeting, and invoice processing as needed.

Compliance & Recordkeeping

• Ensure all documentation meets regulatory, legal, and organizational standards.

• Assist with audits, inspections, and compliance reviews by preparing required materials and maintaining organized records.

• Monitor deadlines and reporting requirements to ensure timely submissions.

Customer Service & Communication

• Provide responsive, professional assistance to staff, vendors, and the public.

• Communicate clearly and effectively to resolve issues, relay information, and support departmental operations.

Performs related duties as required. Position is not remote or performed via telework. Regular attendance is required. 

Minimum 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.

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.

Other Information

PG:  10     $32,862 - $56,373

Market Rate: $50,288

PSC salary exemption per West Virginia Code §24-1-1

Special Hiring Rates:

• $40,582.8800 - Division of Rehabilitation Services, Disability Determination Section (SPB 3064)

This job posting is ONLY for current and former eligible state employees to apply. If you are NOT a current or former state employee, please visit our website, https://www.governmentjobs.com/careers/wv, to view and apply online for job titles opened to receive applications from the public.

Internal applications MUST be submitted directly to the contact person listed below by email or standard U.S. mail.

Email applications to both [email protected] and [email protected]

Mail to Andrea Fout Tinsley at 112 California Ave, Building 4, Charleston, WV 25305-0004

Please include posting number NR26-63 on the application. 

Do you qualify to apply internally? Please copy and paste this link into your browser, https://personnel.wv.gov/empopp, to view the guidelines to confirm your eligibility. You will also find links to the fillable PDF internal application (for use by internal applicants ONLY), instructions on printing your online account application (if you have one, it is not needed), and the internal job posting page.

 

 

 

 

Benefits

State employment offers a variety of benefits.  Click HERE to visit the Division of Personnel's Benefits Page.

Agency Information

EmployerWest VirginiaAddress 1900 Kanawha Blvd. East
Building 3 Suite 500
Charleston, West Virginia, 25305 Phone(304) 558-3950
Website http://personnel.wv.gov