Job Description

Posting number: DOT27EX003

Department: West Virginia Department of Transportation

Division: Executive Division

Job classification: Transportation Executive Administrator

Posting type: SME **PSA**

Categories: Administration

Summary

**Disclaimer-this position will be considered classified-exempt and “at will.”

The Executive Administrator runs the administrative operation of the Office of the State Highway Engineer and serves as the State Highway Engineer’s principal administrative officer. The State Highway Engineer is the senior engineering official of the West Virginia Division of Highways, so the office’s business reaches the Division’s design, construction, maintenance, and operations programs, its ten highway districts, the Department’s executive offices, the Legislature, federal partners, and the public.

This position works with little direction and minimal day-to-day oversight. The State Highway Engineer sets priorities and expects the Executive Administrator to decide how the work gets done, to act for the office within delegated authority, and to bring forward the matters that need the State Highway Engineer’s own judgment and awareness. The Executive Administrator owns the systems that keep the office organized: assignment and deadline tracking, correspondence control, document routing, briefing preparation, and records. Because the position regularly speaks for the office to deputy state highway engineers, division directors, district managers, executive staff, elected officials and the public, it requires a professional who carries the authority of the office with judgment, discretion and composure. The position serves in the capacity of personal assistant to the State Highway Engineer primarily and the Deputy State Highway Engineers as needed.

An irregular work schedule may be required, including during weather emergencies, major incidents and the legislative session. Performs related work as required.

Travel may be required; therefore, a valid driver's license is required.

Typical Duties and Responsibilities:

• Manages the State Highway Engineer’s calendar and decides which meetings, requests and documents reach the State Highway Engineer, and in what order.
• Assigns, reviews and evaluates the work of administrative staff assigned to the office, and sets the standards that staff work is held to.
• Coordinates the office’s purchasing, P-Card, travel, and budget tracking in compliance with Department and state procedures.
• Acts for the State Highway Engineer on administrative matters within delegated authority, and resolves routine and non-routine issues without waiting for instruction.
• Screens incoming correspondence, requests and issues; resolves those that can be handled at the staff level and refers the rest to the responsible Deputy, division or district with clear instructions and a due date.
• Identifies problems early, gathers the facts and brings the State Highway Engineer a short summary of the options with a recommendation.
• Interprets Division of Highways and Department policies and procedures for staff, districts and the public, and recognizes when a matter requires legal, policy or executive review.
• Drafts correspondence, memoranda, briefing papers, talking points and reports for the State Highway Engineer from general direction, and composes routine correspondence on own initiative.
• Prepares the State Highway Engineer for meetings, legislative hearings and public events by assembling briefing materials, coordinating input from divisions and districts, and confirming facts and figures before they are used.
• Serves as the office’s point of contact with the Department’s executive offices, deputy state highway engineers, division directors, district managers, federal partners, legislative staff and the public.
• Responds on the State Highway Engineer’s behalf to inquiries and concerns from elected officials, constituents and the public, coordinates with districts to resolve them, and confirms that each one receives a response.
• Plans and staffs meetings, including agendas, minutes, action items, and follow-up.
• Handles confidential personnel, legal, procurement and policy matters with discretion.

Skills and Knowledge:

• Represents the office with authority and composure in meetings with senior officials, engineers, legislators and the public; handles difficult conversations calmly; keeps confidences; and maintains the confidence of the engineers and officials who work with the office.
• Builds and runs the systems that keep a busy executive office on schedule, manages many priorities and deadlines at once, and keeps accurate records of decisions and commitments.
• Works for extended periods with minimal direction, makes sound decisions within delegated authority, takes ownership of results, and knows which matters to escalate and when.
• Writes clear, accurate and concise correspondence and briefing material for executives, elected officials and the public.
• Knowledge of office management principles, executive support practices and public-sector administrative procedures, including purchasing, travel and records management.
• Knowledge of, or the ability to learn quickly, the organization, programs and terminology of a state highway agency.
• Proficiency with standard office software, including email, calendaring, word processing, spreadsheet and presentation applications.
• Ability to establish effective working relationships with engineers, executives, district staff, elected officials and the public.

Qualifications

**Preference may be given to Candidates with these qualifications**

TRAINING/EDUCATION

• Graduation from a regionally accredited college or university with a bachelor’s degree
• Substitution: Experience above the requirement as described below may substitute for the education requirement on a year-for-year basis

EXPERIENCE

• Six (6) years of full-time or equivalent part-time paid experience in administrative, professional, or technical capacity
• Substitution: Successfully completed graduate course work may substitute for up to two (2) years of the required experience.

Supplemental information

• Candidate Contact Name: Keith Persinger
• Phone Number: 304-414-6913
• Email Address: keith.t.persinger@wv.gov