Administrative Assistant, WV Environmental Training Center

Posting Date: August 7

Position Overview:

The WV Environmental Training Center (ETC) seeks a dedicated and organized Administrative Assistant to support our facility in Ripley, WV. This position plays a key role in ensuring smooth daily operations—handling communications, coordinating events and training sessions, managing records, and providing exceptional support to students, ETC director and instructors.

Responsibilities:

• Greet visitors and answer phone inquiries, directing calls and emails as needed
• Manage front desk operations, including reception, mail, deliveries, and office supplies
• Register, invoice and maintain records of students attending classes
• Make bank deposits and track credit card payments.
• Maintain clear and accurate electronic and physical filing systems
• Process, compile, and distribute correspondence and documents
• Print and assemble student workbooks
• Coordinate training classes, workshops, and facility bookings

• Manage calendars for instructors, staff, and meeting spaces
• Assist with event logistics: registration materials, meals, room setup, AV needs, signage
• Order and manage supplies and equipment
• Provide support for HR and finance processes such as tracking and submitting time sheets, travel reports, purchase orders
• Track facility usage, class enrollment, attendance, and equipment maintenance
• Collaborate with other organizations and vendors to ensure seamless cross-functional processes

Draft and distribute internal/external communications—emails, flyersMaintain center’s database of students, vendors, and contactsAssist in updates to the center’s website/calendar and social media channelsRespond promptly to inquiries and maintain a professional outward presence

• Other duties as assigned by MSESC Executive Director and ETC Director are part of the ongoing job description.Qualifications:

Required:

• High school diploma or equivalent
• 1+ year of administrative/office experience
• Proficiency in MS Office (Word, Excel, Outlook)
• Excellent communication (verbal and written) and superior organizational and time management skills
• Above average attention to detail and ability to manage multiple changing priorities as needed
• Punctuality and reliability
• Valid driver’s license and reliable vehicle
• Ability to drive in busy downtown areas such as Charleston, as needed
• Comfortable in a team setting, with minimal supervision

Qualifications:
Required:

• High school diploma or equivalent
• 1+ year of administrative/office experience
• Proficiency in MS Office (Word, Excel, Outlook)
• Excellent communication (verbal and written) and superior organizational and time management skills
• Above average attention to detail and ability to manage multiple changing priorities as needed
• Punctuality and reliability
• Valid driver’s license and reliable vehicle
• Ability to drive in busy downtown areas such as Charleston, as needed
• Comfortable in a team setting, with minimal supervision

Preferred:

• Associates degree preferred
• 2+ years of administrative/office experienceExperience in educational or training environment
• Knowledge of environmental training/programs in WV

• Familiarity with software such as Adobe Acrobat
• Proficiency with basic bookkeeping or finance/accounting software

Resume Must Include:
1. List of educational institutions attended, course of study, dates attended, and certificates earned.
2. List of employers for the past ten years, including address and name of immediate supervisor(s).
3. Description of responsibilities/work experiences in previous employment.
4. Alignment of work experience with posted Job Description.
5. List of at least three (3) references including addresses and telephone numbers.

Send Application
Ms. Jan Hanlon, Executive Director
Mountain State ESC
2001 McCoy Road
Huntington, West Virginia 25701

Applications are available by clicking the link below: https://mountainstateesc.com/wp-content/uploads/2018/04/APPLICATION-FOR-EMPLOYMENT_MSESC-1.pdf

Working Conditions & Logistics

• Location: Ripley, WV (WV Environmental Training Center)
• Full-time exempt
• Office-based, some local travel (primarily Charleston, WV) and occasional off-site event support
• Standard business hours (M–F, 8 a.m.–5 p.m.), with occasional evening/weekend events
• The ability to travel statewide as needed, with 3-4 night stays required on occasion for training and conferences.

MSESC WILL GRANT EQUAL EMPLOYMENT OPPORTUNITIES TO ALL PERSONS, REGARDLESS OF RACE, AGE, RELIGION, COLOR, SEX, OR NATIONAL ORIGIN AND NO DISCRIMINATION BASED ON THESE FACTORS WILL BE MADE IN THE SALARY, PROMOTION, DEMOTION, TRANSFER, OR TERMINATION OF ANY EMPLOYEES. 04/18

REPORTS TO: WVETC Director / MSESC Executive Director

CONDITIONS OF EMPLOYMENT: Recommended by the MSESC Executive Director Confirmed by the MSESC Governing Council

TERMS OF EMPLOYMENT: This position is a will and pleasure employee of the Mountain State ESC. Continuation of the position is dependent upon funding, enrollment and program performance.

SALARY: Per current Mountain State Educational Services Cooperative Salary Schedule

Job Type: Full-time

Benefits:

• Dental insurance
• Life insurance
• Retirement plan
• Vision insurance

Work Location: In person