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Administrative Services Assistant 2
1 month ago
Nature of Work
Customer Relations/South Charleston Headquarters Under limited supervision by the Director of Customer Relations, employee manages the day-to-day operations of Wonderful West Virginia Magazines' sales and services team. Develop and maintain operating procedures for effective and efficient operation and management of WWVM, ensuring customers receive a high level of customer service and satisfaction. Oversees all accounting and business management functions, to include but not limited to, the processing of payments for the magazine, ad sales, generating complex reports for data analysis regarding revenue, financial health of the magazine, advertising expenditures and reimbursements, subscription data, and various trends used to make high-level business decisions. Ensures the financial integrity of revenue generated and collected by magazine subscription sales and renewals, advertising contracts, magazine retail account customers, promotional activities and campaigns, Wildlife Calendar, and Hunter Education replacement cards. Ensures daily revenue remittances are accurate and complete. Manage and direct the daily activity, supervision, and development of the staff assigned to Wonderful West Virginia Magazine, front desk and mailroom. Establishes and implements employee performance appraisals and performance expectations. Approves sick and annual leave requests and timecards in OASIS. Plans and monitors the availability of staff during peak sales periods. Oversees the daily and monthly entries, closing, and backup in the magazine's QuickFill database for subscription and circulation management. Supervises the circulation management for both print and digital issues; oversees website subscription orders and the digital subscription website (MagLoft) for accuracy; troubleshoots customer issues; and directs refunds to be processed if needed. Proofreads each magazine issue for accuracy, grammar, and punctuation and creates a document list of edits and corrections. Assists Director with the preparation of the magazine's printing solicitation for a Request For Quotation (RFQ) and serves as a committee member on the magazine's editorial design, layout and social media solicitation for a Request For Proposal (RFP). Monitors magazine renewal rates and postal costs and proposes process improvements to optimize operations and reduce costs. Monitors critical magazine software/websites and troubleshoot issues as they arise, collaborating with technical support teams as needed. Oversees the magazine's copyright submissions for compliance with the U.S. Copyright Office. Represents the Agency and Wonderful West Virginia Magazine at fairs and festivals or special events. Oversees the preparation of Agency Delivery Orders for vendor payments ensuring contractual compliance. Generate complex reports for data analysis regarding invoices and revenue, renewals and circulation, applying payments and credits, and accounts receivables, ensuring accuracy of revenue remittances and any balances. Reconcile magazine financial accounts, P-card accounts and perform audits. Oversees the packaging and mailing of 1,200+ magazines per month to retail and State Park customers via FedEx and USPS coordinating with mail room and central mail facility staff ensuring accuracy, timeliness of deliveries and cost efficiency. Oversees the purchasing of supplies needed for front desk and magazine operations. Develops and implements inventory control measures for the 80+ years of magazine archives. Performs other duties as assigned. Must be able to lift at least 40 pounds. Must have a valid driver's license. Regular attendance is required.
Click The APPLY Link To Apply Online.
IMPORTANT:Your eligibility will be based on information provided in your application; therefore, make sure your application is detailed and complete. You MUST complete ALL parts of the application, including the Work Experience section.
ATTENTION:Applicant must verify post high school education by submitting an official transcript or diploma, training or licensure earned pertaining to this position by the closing date of the posting, if not previously verified.If you are claiming Veterans preference, please submit "MEMBER 4" form and/or your VA Letter. Protecting your personal information is our highest priority. If your official transcript, training/licensure, or Veterans documentation contains your Social Security Number and/or birthdate, please redact that information before submitting it to the Division of Personnel.
Please attach documents to the online application before submitting it. Or, you may email it to: applicantservices@wv.gov or by mail to: WV Division of Personnel, 1900 Kanawha Blvd. E., Building 3, Suite 500, Charleston, WV 25305.
This announcement is for one (1) or more specific vacancies and only applies to the location(s) indicated. Your application will remain active for this job for fifteen (15) days or until the job is filled. Application for this job does not automatically qualify you for other positions. Be sure to submit your application for each position of interest. To receive an email notice anytime jobs in this or other categories are posted, you may choose to complete aJob Interest Cardfrom the slide-out menu located at the top left of ourJob Opportunitiespage.
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.
Substitution:Additional qualifying experience as described below may be substituted on a year-for year basis for the required training.
Experience:Two years of full-time or equivalent part-time paid employment in a technical or professional position providing administrative services such as accounting, budgeting, project monitoring and reporting, personnel, or procurement and property.
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.
* The Division of Personnel uses your complete work history to qualify you for positions. Please be as detailed as possible and list all of your past employment.*
