Executive Assistant

The Eastern Panhandle Regional Planning and Development Council -Region 9   Martinsburg, WV   Full-time     Administration / Clerical
Posted on May 30, 2024
EXECUTIVE ASSISTANT Salary Range: $35,000 - $50,000 FLSA Status: Exempt GENERAL DEFINITION OF WORK: Perform skilled clerical work providing upper level administrative/project support which requires advanced experience and/or training in software programs and office operations. Direction is given by the Executive Director. ESSENTIAL FUNCTIONS/TYPICAL TASKS: These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. • Serve in capacity as receptionist • Collect timesheets, process payroll, calculate payroll liabilities, process and issue W-2 forms to employees. • Process agency tax payments and quarterly reports • Assist Assistant Director with annual benefits coordination • Develop and produce correspondence, resolutions and Letters of Support • Manage annual council appointment/proxy letters • Maintain orderly filing system for office • Advertise public meeting notices and press releases in the newspapers • Perform all preparatory tasks in relation to Region 9 Full Council meetings to include reservations, distributing meeting materials in advance of meeting, assembling meeting packets, name tags, communications, receiving RSVPs, and other associated activities • Transcribe meeting minutes for various meetings, as assigned • Serve as a conference/meeting greeter and registration table host at meetings • Maintain/oversee the maintenance of departmental office equipment • Maintain inventory of departmental supplies • Complete conference registration for staff to include coordinating travel reservations • Attend training workshops when pertinent to position • Provide proofreading assistance when requested • Perform basic research and writing tasks in support of Project Managers • Draft annual reports as required by federal funding agencies • Perform related tasks as required. KNOWLEDGE, SKILLS AND ABILITIES: Thorough knowledge of commonly accepted business practices; office technology skills; proper business English and spelling; and operation of personal computers with Microsoft Office applications. Ability to answer inquiries and assist the general public in a courteous manner; to organize and assist in a wide variety of projects; to understand and follow complex oral and written instructions; to establish and maintain effective working relationships with associates and the general public. 4/2024 EDUCATION AND EXPERIENCE: Any combination of education and experience equivalent to an advanced secretarial training certificate with a minimum of three years administrative and payroll experience. PHYSICAL REQUIREMENTS: This is sedentary work requiring the exertion of up to 10 pounds of force occasionally, and a negligible amount of force frequently or constantly to move objects; work requires reaching, fingering, and repetitive motions; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; visual acuity is required for preparing and analyzing written or computer data, operation of machines, determining the accuracy and thoroughness of work, and observing general surroundings and activities; the worker is not subject to adverse environmental conditions. SPECIAL REQUIREMENTS: May require possession of an appropriate valid driver’s license. Reasonable accommodations may be made to enable individuals with disabilities to perform essential tasks.