BAAS06-2021-00703-Office Support Specialist II-Cheyenne

Company: State of Wyoming
Location: Cheyenne
Posted on: June 13, 2021

Job Description:

Description and Functions

Open Until Filled

GENERAL DESCRIPTION:

This Administrative Assistant position provides support to the School Support Division. The person in this position will perform executive-level administrative support for the Division and administrative support to the supervisors and consultants of the School Support Division. Duties will include event planning, setting up meetings, taking summary notes, maintaining inventory of office supplies, coordinating and processing travel, maintaining leave records, coordinating the flow of contracts, including maintaining files and processing payments and completing purchase requisitions. This position will also assist with special projects and assignments with planning, implementing, directing, evaluating, and project oversight. The successful candidate will create and manage timelines, have strong interpersonal skills, and create and maintain spreadsheets, logs, and records. This position requires strong written and verbal communications and organizational skills.

Human Resource Contact:Alice Saldana307-777-3355

ESSENTIAL FUNCTIONS: The listed functions are illustrative only and are not intended to describe every function which may be performed at the job level.

• Performs executive-level administrative and support duties.

• Manages the day-to-day operations of assigned programs, projects, or functions between various sources and the office maintenance and inventory; may provide oversight of a regional office.

• Acts as a resource to provide information or interpretation of agency-specific rules/regulations to staff, public, or other government entities and/or determine the most effective way of meeting the needs of management, staff, clients, or customers.

• Plans, coordinate, and facilitate meetings.

• Plans and coordinates division travel preparation and reimbursement forms.

• Resolves some light computer/network problems.

• Responsible for program integrity assurance.

• Provides a review and evaluation function to ensure that compliance issues/concerns within the organization are appropriately evaluated, investigated, and resolved.

• Develops/implements corrective action plans to resolve problematic issues and provide general guidance on how to avoid or deal with similar situations in the future.

• Assists and manages grants, contracts, RFP's and MOU's for all divisions.

• Request and receive bid quotes, researching and resolving issues with vendors.

• Maintains database information for licensing boards, grants, contracts, MOUs, and required reports.

• Creates and edits reports & documents for management.

• Manages schedules and timelines for managers.

• Management and oversight of all office equipment and supplies.

• Responsible for processing, maintenance, and quality control of records and documents.

• Performs program and/or fiscal duties.

• Compiles vital information.

• Coordinates program functions between a variety of sources.

Qualifications

PREFERENCES:

Preference will be given to individuals with strong computer, communication, editing, and collaborative skills.

KNOWLEDGE:

• Knowledge in applicable computer applications.
• Knowledge of records processing and maintenance procedures and systems.
• Knowledge in the preparation of complicated documents.
• Knowledge and understanding of the agency and each respective division/program.
• Knowledge of project management.

MINIMUM QUALIFICATIONS:

Education:

Associate's Degree (typically in Business)

Experience:

0-2 years of progressive work experience (typically in Business Office Communications) with acquired knowledge at the level of an Office Support Specialist I

OR

Education & ExperienceSubstitution:

2-4 years of progressive work experience (typically in Business Office Communications) with acquired knowledge at the level of an Office Support Specialist I

Certificates, Licenses, Registrations:

None

Necessary Special Requirements

PHYSICAL WORKING CONDITIONS:

• Typically, the employee may sit comfortably to perform the work; however, there may be some walking, standing, bending, carrying light items, driving an automobile, etc.
• Special physical demands are not required to perform the work.

NOTES:

• FLSA: Non-exempt
• Travel is estimated at 5%
• Applicants may be asked to provide transcripts of any relevant coursework at the time of the interview or hire.
• Successful candidates must pass a fingerprinting, background, and reference check.

Supplemental Information

206-Department of Education - School Support Division

Click here to view the State of Wyoming Classification and Pay Structure.

URL: http://agency.governmentjobs.com/wyoming/default.cfm

The State of Wyoming is an Equal Opportunity Employer and actively supports the ADA and reasonably accommodates qualified applicants with disabilities.

Class Specifications are subject to change, please refer to the A & I HRD Website to ensure that you have the most recent version.

Keywords: State of Wyoming, Cheyenne , BAAS06-2021-00703-Office Support Specialist II-Cheyenne, Other , Cheyenne, Wyoming