Persons interested in the following positions should forward a letter of introduction and resume to:

Virgin Islands Energy Office
No. 45 Mars Hill, Frederiksted
St. Croix, V.I. 00840-4474
(340) 773-1082 Ext. 2248
ATTN: Trudy E. Green
Energy Administrator

JOB TITLE:                        Administrative Aide
CLASSIFICATION:             Exempt
SALARY RANGE:               $25,000 - $30,000

SUMMARY:   The Administrative Aide (AA) position is a non-supervisory position that requires oversight of work related to carrying out administrative, financial, and/or programmatic duties and responsibilities within the Virgin Islands Energy Office.  Work is at the entry level and may be of intermediate complexity.  Duties are usually specialized in nature relating to limited number of management areas.  Work is performed in accordance with established policies, but the use of good sound judgment is required in the application and interpretation of rules and regulations.

Depending on the area of work assignment more specific duties and responsibilities may be assigned. 

This position will be supervised by an appropriate upper level management staff person depending on the area of work assignment. 

ESSENTIAL DUTIES AND RESPONSIBILITIES include but not limited to the following:

1. Typing and finalizing of staff assignments to include administrative, programmatic, and financial documents, requisitions, etc., for administrative, financial, and/or program staff.
2. Prepares correspondence and spread sheets using Microsoft Office where applicable.
3. Handles confidential financial information where applicable.
4. Faxing and distribution of all incoming faxes, and follow-up for confirmation and clarity.
5. Xeroxing of administrative, financial, and/or program documents to include stocking Xerox machine with paper, toner, and copy cartridges.  Also serves as the first point of contact for Xerox machine maintenance.
6. Making and confirming airline reservations/hotel and ground transportation for administrative, financial, and/or program staff inter-island travel.
7. Ordering and stocking of administrative, financial, and/or program supplies, inventory, and standardization of supplies.
8. Tracking and recording of administrative, financial, and/or program related contracts, memorandum of agreements, miscellaneous disbursements vouchers, requisitions, and miscellaneous encumbrance documents
9. Compilation of long distance logs for administrative, financial, and/or program staff.
10. Maintain office filing system for administrative, financial, and/or program staff.
11. Performs other duties as required.

FACTOR 1– KNOWLEDGE REQUIRED

Considerable knowledge of administrative, financial, and/or program management principles and operational procedures. 

Knowledge of general principles of Administrative and Clerical discipline.

Ability to translate general administrative, financial, and/or programmatic instructions into specific action.

Ability to prepare accurate, clear/complete, and concise reports.

Ability to follow instructions: written and oral.

Ability to communicate effectively: written and oral.  

Possess problem-solving skills.

Possess competent degree of computer literacy.

FACTOR 2 – SUPERVISORY CONTROLS

This is a non-supervisory position.   However, work is expected in accordance with approved work plan that depicts agency tasks and objectives, and deliverables for given program areas.

Employee work plans are developed in accordance with the appropriate Grants and Programs, or funding source for approved Narrative Activity Information Worksheet milestones.  Work is also reviewed through monthly meetings, reports, and monitoring instruments; accomplishments and problems are reported as well as variances in the activity implementation.

FACTOR 3 – GUIDELINES

Guidelines are usually federally mandated, as well as compliance with local rules and regulations, engineering principles, and approved annual plan. 

FACTOR 4 – COMPLEXITY

This position involves oversight of administrative, financial and/or programmatic functions within the approved applicable Grants and/or Programs, and a variety of other related functions to ensure the implementation and completeness of all associated activities.

FACTOR 5 – SCOPE AND EFFECT

The purpose of this position is to provide administrative, financial and/or provide programmatic services for the management of related activities associated with the requirements of the various grants and programs.

FACTOR 6 – PERSONAL CONTACTS

Contacts are made with various departments and agency officials, local and private sector national organizations, and other related affiliates.  Contact is initiated via office visits, telephone, facsimile, and/or meetings, conferences, workshops, and written correspondence, to implement and improve energy efficiency, renewable energy techniques, and energy conservation; and to ensure compliance with energy building codes and design, as deemed by the scope of the grants and programs financial requirements. 

FACTOR 7 – PURPOSE OF CONTACTS

Employee acts as a liaison for the VIEO to initiate interaction with other affiliates in various departments and agencies, local and private sector national organizations, so that knowledge relative to administrative, financial, and/or program activities are implemented and acknowledged.  Contacts are also made to impart information to increase knowledge and efficiency throughout the Territory.

FACTOR 8 – PHYSICAL DEMANDS

Work is conducted in-house and in the field.  Some installation and operation of technical equipment may be necessary.  Some physical exertion is necessary, requiring occasional standing, bending, lifting of equipment and materials during product installation, public outreach and site visits as necessary.

FACTOR 9 – WORK ENVIRONMENT

Work is performed in an office setting, as well as off site buildings, such as government buildings, private sector entities, demonstration sites, and in the field.  Work in said areas is not
hazardous to an employee’s health or safety and will hopefully improve the environment through greater energy efficiency, conservation and renewable energy applications.

MI NIMUM QUALIFICATIONS

 Associate Degree in Business Administration, or Administrative Secretary, or a related field of study from an accredited institution; or a High School Diploma or its equivalent, or a combination of experience and training which provides the required knowledge, skills, and abilities.  Computer literacy is required.