Administrative & Project Coordinator

Job Title: Administrative & Project Coordinator (previously Assistant County Administrator)

Department: Office of the County Commission

Reports To: County Administrator / Upshur County Commission

FLSA Status: Salary – Exempt

Prepared By: Tabatha R. Perry, County Administrator

Prepared Date: June 8, 2026

Approved By: Upshur County Commission

Approved Date: June 11, 2026

Summary: At the direction of the County Administrator and the County Commission and in cooperation with other offices and/or department heads, supports county operations, special projects, grant development, contract administration, and strategic initiatives of the County Commission by performing the following duties:

Essential Duties and Responsibilities

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.

• Meets with, advises and receives direction from the Administrator and Commission
• Responds to and carries out directives of the Administrator and Commission
• Responds to equipment issues as they arise; coordinates facility services for county offices and other properties (examples: placing trouble tickets with appropriate vendors for cameras, telephone, internet, IT, postage machine, vending machines, etc.)
• Responds to telephone calls and office visits from the public, department heads and county employees
• Compiles agenda for meetings, acts as a facilitator for weekly and special County Commission meetings (when the County Administrator is unavailable) and generally prepares materials to appear before the Commission.
• Regular office tasks include but are not limited to: maintaining vehicle files for County fleet, maintaining and updating Boards list, updating property lease agreements for renewal, assists with filing receipts of incoming funds, registering Commission staff for trainings, managing reservations for trainings and preparing expense logs following.
• Assists in reviewing correspondence directed to the Commission and to the County in general and preparing appropriate responses
• Develops letters of support and Proclamations
• Assists in developing policies, directives, resolutions, orders and ordinances in draft and/or final form for public hearing and adoption
• Serves as the Commission representative on various boards when appointed
• Responds to media inquiries, Freedom of Information Act requests, etc.
• Prepares job postings and administers advertisements
• Prepares Request for Proposals/Bids/Qualifications for various projects and services; prepares the scope of work and administers advertisements. Properly maintains file ensuring all required documents and certifications are up to date.
• Monitors, records and processes the hotel/motel occupancy tax remittance, initiates disbursement of CVB’s portion thereof
• Manages and updates the county website and intranet/social media pages
• Manages public auction of county surplus property
• Reviews and proofreads all County Commission minutes prior to the County Commission and the public receiving them
• Assists in grant preparation and provides recommendations to the Commission on available grant application; unless otherwise directed, administers all grants for the Commission (Brownfield, Court Security, Community Participation, Homeland Security, Land and Water Conservation, Courthouse Facilities Improvement, LUACF grants, Records Management Preservation, DLAP, Cybersecurity, etc.); ensures compliance with all grant requirements, including but not limited to: preparing progress reports, financial reports, updates, requests for reimbursement, final reports, Sworn Statement of Expenditures, Federal Schedule of Awards, and State Expenditure of Awards. Tracks reimbursements in WVOASIS portal.
• Communicates with other counties as a resource for sharing ideas and attends various meetings/trainings as a Commission representative
• Acts as the administrative point of contact for the Safe Sites & Structures Enforcement Board, Buckhannon Upshur Parks and Recreation Advisory Board and Court Security Advisory Board. Serves as working secretary for the Upshur County Safe Sites and Structures Enforcement Board and the Buckhannon-Upshur Parks and Recreation Advisory Board. Prepares agenda and meeting minutes for the Court Security Advisory Board.
• When the County Administrator is unavailable, participates in the interview process of applicants for Upshur County employment when applying for positions in the Maintenance, Commission, LUACF and Addressing & Mapping Offices
• Completes background checks, when requested and/or not performed by the County Clerk’s Office. (examples: DHSEM volunteers, housekeeping)
• Monitors Department of Labor policies to confirm Commission maintains compliance with posting requirements
• Serves as System Administrator for telephone system (i.e. makes changes to telephone display, voicemail accounts, move/change extensions) and regularly updates Courthouse / Annex telephone directory.
• Manages key card access to the Courthouse and Annex (i.e. activating key cards, disabling key cards, changing door lock times for elections). Issues key cards for WV State Police, City of Buckhannon Police Department and vendors. The County Clerk’s Office prepares key cards for new employees.
• Orders office supplies for Commission Office & other Departments as assigned. Acts as the account administrator for various suppliers (amazon, staples, etc.)
• Supervises the administrative support staff of the Commission office during the absence of the County Administrator
• Required to report to the Emergency Operations Center during a declared emergency, as outlined in the Upshur County Continuity of Operations Plan
• Assists in reaching Commission’s short- and long-term goals and objectives
• Completes various additional tasks to aid the County Administrator
• Performs other tasks as assigned by the County Administrator and Commission

Competencies

• To perform the job successfully, an individual should demonstrate the following competencies:
• Adaptability – Manages competing demands in a fast-paced environment. Ability to adjust plans, strategies, and approaches in response to unexpected challenges or evolving circumstances.
• Analytical – Effectively collect, analyze and interpret data.
• Problem Solving – Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem solving situations.
• Reasoning — Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of instructions in mathematical or diagram form and deal with several abstract and concrete variables.
• Oral Communication – Speaks clearly and persuasively in positive and negative situations; Responds well to questions; Demonstrates group presentation skills.
• Written Communication – Writes clearly and informatively; Presents numerical data effectively; Able to read and interpret written information. Ability to write scopes of work, grant applications (creative writing) specifying needs, budget constraints; contractual agreements, etc.
• Quality Management – Looks for ways to improve and promote quality; Demonstrates accuracy and thoroughness.
• Cost Consciousness –Develops and implements cost saving measures; Conserves organizational resources.
• Ethics – Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values; Maintains confidentiality.
• Organizational Support – Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization’s goals and values.
• Judgment – Displays willingness to make decisions; Exhibits sound and accurate judgment; Includes appropriate people in decision-making process; Makes timely decisions.
• Planning/Organizing – Prioritize and plans work activities; Uses time efficiently; Plans for additional resources.
• Professionalism – Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position.
• Attendance/Punctuality – Is consistently at work on time; Ensures work responsibilities are covered when absent.
• Dependability – Follows instructions, responds to management direction; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.
• Innovation – Generates suggestions for improving work; Develops innovative approaches and ideas.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and Experience

Bachelor’s Degree from an accredited college or university in a related field of study (Public Administration, Business Administration, etc.) and/or combination of education and relevant administrative or project management experience may be considered in place of formal education. Preferred skills include experience with public sector and local government, knowledge of procurement and bidding procedures, and the ability to prioritize multiple projects and deadlines simultaneously.

Language Skills

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

Mathematical Skills

Ability to work with mathematical concepts such as probability and statistical inference and mathematical fundamentals. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

Computer Skills

To perform this job successfully, an individual should have knowledge of Microsoft Word – Office Word Processing Software and Excel.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit and talk or hear. Specific vision abilities required by this job include close vision.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. This is a fast-paced environment with multiple projects ongoing at all times. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually quiet.

Individuals may obtain an application from the Office of the Upshur County Commission located at the Upshur County Administrative Annex, Suite 101 during the normal business hours of 8:00 a.m. until 4:00 p.m., Monday through Friday or online here. Applications will be accepted until position is filled; however, an initial review of applications will be conducted on June 18, 2026. Applications should be returned to the following address:

Office of the Upshur County Commission

Tabatha R. Perry, Administrator

91 West Main Street – Suite 101

Buckhannon, West Virginia 26201

Please do not make phone inquiries about this position. Employment with Upshur County is available to all qualified applicants without regard to actual or perceived race, creed, color, national origin, sex, age or disability. Upshur County has established a drug free and tobacco free work environment.

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