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Support Specialist

Company: State of Wyoming
Location: Cheyenne
Posted on: September 13, 2019

Job Description:

BAAS05-11259-Office Support Specialist 1-Cheyenne Print Apply BAAS05-11259-Office Support Specialist 1-Cheyenne Salary $2,601.23 - $3,352.11 Monthly Location Cheyenne, WY Job Type Full Time Department 020-Industrial Siting Job Number 11259 - Description - Benefits - Questions Description and Functions GENERAL DESCRIPTION: This is a full-time position in a fast-paced team-oriented office that reports to the Chief Economist. The position provides administrative support for the agency's reclamation bonding program and the Industrial Siting permitting process. The duties for the bonding program involve reviewing bond submissions for paperwork from several programs and resolving identified deficiencies, maintaining physical and digital records, planning meetings in the office, preparing packets of information for meetings and sending and receiving communications by phone, email, and mail. The supportive duties for the industrial siting permitting process include coordinating schedules of the council members, arranging travel, organizing meetings in the office and around the state, maintaining physical and digital records, preparing reports and sending and receiving communications by phone, email, and mail within strict timelines. The person filling this position is expected to perform under limited supervision, thus a successful candidate will have good time management, communication, and organizational skills as well as great customer service skills. Interaction with the public is an important element of this position and strong attention to detail is a critical skill needed to succeed in this position. Due to high volume of tasks and limited staff, working more than eight (8) hours a day and working on weekends may be necessary at times. HUMAN RESOURCE CONTACT: Cindy Hayden ********************* - ************ ESSENTIAL FUNCTIONS: The listed functions are illustrative only and are not intended to describe every function which may be performed in the job level. - Supports the WDEQ bonding program by managing and maintaining physical files, maintaining database of files, preparing correspondence, proof reading documents of bonding staff, preparing travel requests for bonding staff, and ensuring records are accurately maintained. - Responsible for maintaining elements of the bonding database, including data entry and assuring data accuracy. - Responsible for organizing, documenting and digitizing physical records for bonding and Industrial Siting. - Processes physical and electronic filing of records, corresponds with operators, financial institutions and DEQ staff regarding bond paperwork and records. - Responsible for planning events of the Council that involves organizing meetings at locations throughout the state which includes securing a facility, coordinating set up of the room for the proceedings, and arranging for a court reporter and audio equipment with vendors identified. - Provides friendly customer service, and acts as a resource to members of the public and the DEQ staff regarding both the bonding program forms and guidance documents as well as directing people to the Industrial Siting statutes, rules and website. - Responds verbally and in writing to requests for general information; collects, organizes and details the required information and documents in answering queries and asks questions when appropriate. - Performs specialized tasks and coordinates general office functions such as administrative tasks, filing (digital and physical), processing daily mail received, mailing certified and non-certified letters, answering the phones, document and database management, travel arrangements, and maintaining sufficient office supplies. - Independently applies knowledge of programmatic and administrative requirements. - Resolves problems and makes recommendations to supervisor for improvements. - Refers customers to appropriate supportive service agencies. - Evaluates information for accuracy and either corrects or asks questions when discrepancies are identified. - Assures mail procurement process is managed appropriately and according to established procedures so that sufficient mailing supplies are available for the programs. - Involves some processing of legal documents. Qualifications PREFERENCES: Preference will be given to individuals with Microsoft Office experience, who are proficient in mail merges with Word and Excel, and are comfortable working with and creating worksheets in Excel. KNOWLEDGE: - Knowledge of applicable federal, state and local laws, codes, regulations and policies, technical processes and procedures related to the department. - Knowledge of techniques for providing a high level of customer service. - Strong organizational and time management skills to manage multiple projects and systems at a high level of detail. - Ability to learn, develop, and apply detailed procedures related to regulated programs and processes. - Strong communication skills with emphasis on providing a high level of customer service. Pleasant and professional manner to interact and respond to staff, other agencies, and the public in person, in email, and on the phone. - Ability to share responsibilities in a team environment with coworkers, providing support for absences, workload issues, and vacancies. Ability to work collaboratively with coworkers to address new and changing demands on the organization. - Knowledge of word processing, database, and spreadsheet software to be able to manipulate and create documents, tables, mailings, and reports. Comfortable and competent with the use of databases for electronic tracking and email systems. - Ability to prioritize multiple and diverse projects, responsibilities, and deadlines. - Ability to develop and maintain filing and archiving systems to meet regulatory and policy requirements and organize files logically for ready staff and public access. Knowledge of records processing and maintenance procedures and systems. - Ability to review the written work of others for clarity and completeness. - Ability to remain calm and professional when dealing with angry or upset individuals. - Ability to perform assigned duties and apply program procedures and policies with minimal supervision. - Knowledge of administrative, clerical, and filing procedures. - Ability to learn and apply department and state government procurement methods and procedures. MINIMUM QUALIFICATIONS: Education: Associate's Degree (typically in Business) Experience: 0-1 year of progressive work experience (typically in Business Office Communications) with acquired knowledge at the level of an Office Assistant II OR Education & Experience Substitution: 2-4 years of progressive work experience (typically in Business Office Communications) with acquired knowledge at the level of an Office Assistant II 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 and automobile, etc. - Special physical demands are not required to perform the work. - Some over-night travel is required. NOTES: - FLSA: Non-Exempt - Must have a valid Driver's License. - All new hires or rehires starting in a non-exempt position on or after January 1, 2018 are required to be paid hourly. Supplemental Information 020-Department of Environmental Quality - Industrial Siting Division Click here to view the State of Wyoming Classification and Pay Structure. URL: **************************************************** 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. There are many benefits to living and working in Wyoming. Beautiful country with wide open spaces and clean air, great recreational opportunities, and no State income tax to mention a few! In addition, the State of Wyoming offers State employees a very generous benefit package. Please click here for more information on the State of Wyoming employee benefits*. For additional information on living in the state of Wyoming please click here.

Keywords: State of Wyoming, Cheyenne , Support Specialist, Other , Cheyenne, Wyoming

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