Administrative Assistant

Position Summary and objective
Administrative Assistant will facilitate the efficient operation of the Human Development Team and ancillary operations by performing a variety of clerical tasks to assist the Chief Human Development Officer.

Essential Functions
Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

• Provides administrative support and assistance to the Chief Human Development Officer.
• Performs clerical and administrative tasks including proofing or drafting letters, transcribing notes, filing receipts, creating and filing reports, and other documents.
• Schedules, prepares agendas, and attends meetings on behalf of CHDO, taking notes and recording minutes.
• Creates, scans, sorts, and files documents and records related to office activities, human resources transactions, and other matters.
• Data entry.
• Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed.
• Receives incoming communication or memos on behalf of Chief Human Development Officer, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.
• Researches assigned topics and provides concise summarizations and reports that will lead to decision making by senior staff.
• Runs errands to facilitate the accomplishment of projects and tasks.
• Assists in the planning and execution of Coalfield Council Day(monthly, full-company, full-day gathering), on-boarding, trainings and other special events.
• Coordinates and schedules travel, meetings, and appointments for CHDO.
• Maintains office supplies and coordinates maintenance of office equipment.

Competency – knowledge, skills, and abilities

• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Proficient in Microsoft Office Suite.
• Excellent organizational skills and attention to detail.
• Basic understanding of clerical procedures and systems such as recordkeeping and filing.
• Ability to type 60 words a minute.
• Ability to produce and proofread professional business documents like email, memos, contracts, etc.
• Ability to maintain confidential information.
• Ability to work independently, identifying and solving problems proactively.
• Ability to organize and prioritize work.

Supervisory responsibilities

• None

Work Location and Hours of Work

• This position is based in the Huntington, WV Coalfield office. The chosen candidate must have reliable transportation to regularly attend work at the office and other locations, as required.
• Some travel is required to meetings.
• The normal work week is Monday through Friday from 8:00 AM to 5:00 PM.

Environment Conditions, Physical Activity, Physical Demands

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.

Travel and Transportation Requirements

Candidates must provide reliable transportation to their primary work location. Coalfield has a limited fleet of vehicles and frequently carpools to minimize travel burdens on employees. Travel expenses (excluding commutes) may be reimbursed per Coalfield’s policies and procedures.

Required Experience and Education

• Associate’s degree
• Two to four years of experience in a clerical/administrative/assistant role.

Preferred Experience and Education

• Nonprofit organization experience

Additional eligibility requirements
None.

EEO Statement
Coalfield Development Corporation provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Other duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Background or drug test
Candidates for this position will be required to pass a drug test as a condition of employment.

Candidates for this position must have a background check as a condition of employment due to access to sensitive information. We conduct background checks to ensure the safety and security of our employees and partners. However, we understand that everyone has a past, and we believe in second chances. We evaluate each candidate case-by-case and consider the offense’s relevance to the position, and the time that has passed since it occurred. We are committed to fair chance hiring and empowering employers to fairly assess their candidates’ history.

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