Senior Office Support Specialist-2024-01706

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Senior Office Support Specialist-2024-01706

Salary

$24.78 - $27.53 Hourly

Location

Cheyenne, WY

Job Type

Permanent Full-time

Job Number

2024-01706

Department

Secretary of State

Division

Executive Administration

Opening Date

08/13/2024

FLSA

Non-Exempt

Job Classification

BAAS07

• Description

• Benefits

• Questions

Description and Functions

Open Until Filled

GENERAL DESCRIPTION:

This position serves as an Executive Assistant to the Secretary of State's Office. This position works in a team-oriented environment and is responsible for performing executive-level administrative support for the Office of the Secretary of State.

Human Resources Contact: Nicki Reitmeyer / 307-777-6219 / nicki.reitmeyer@wyo.gov

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

• Acts as liaison between the Secretary, division directors, and constituents to coordinate calendars for meetings and conference calls.

• Provides instruction on office policies, procedures, and rules.

• Attends takes minutes, and prepares necessary records for meetings.

• Reports time for executives weekly and vehicle mileage as necessary.

• Makes all necessary travel arrangements for executive staff.

• Receives, analyzes, and responds to requests for information.

• Investigate customer complaints and take the steps necessary to resolve them.

• Compiles and analyzes a variety of data and information and prepares related reports.

• Schedules all logistics of the Secretary of State's calendar including, events, meetings, RSVP, and travel arrangements.

• Tracks information.

• Administers database for information.

• Prepares routine response/notification letters.

• Prepares routine compliance schedule.

• Interacts with the Governor's Office and Legislature.

• Assists in instruction toward agency goals and strategic plans.

• Prepares constituent letters, notes, and communications.

• Meets and greets constituents.

• Receives and makes phone calls for the Secretary of State.

• Directs workflow of the office.

• Screens visitors to determine whether they should be given access to specific individuals.

• Monitors fiscal documentation to aid in the completion of travel vouchers and expense vouchers.

• Coordinates a variety of advanced, diversified, and/or confidential administrative support functions.

• Represents management in matters with immediate staff, agency staff, other agencies and/or the public.

• Assists other divisions within the Office with deadlines and projects on an as-needed basis.

• Conducts research related to the specific project or program.

Qualifications

PREFERENCES:

Preference may be given to those with a Bachelor's Degree or equivalent education/work experience.

Preference may be given to those with proven performance of effective, exceptional and professional oral and written communications, attention to detail, organization skills, ability to prioritize, a positive can-do attitude, education experience, and a cooperative team-player mindset.

KNOWLEDGE:

• Knowledge of the protocol in dealing with complaints and other issues involving interaction with the Governor's Office, the legislature, and other high-ranking officials.

• Computer processing literate in email, Microsoft (MS) applications (Word, Excel, and PowerPoint, and MS Access-based database system use/data entry. Understanding and application of professional 'Front Office' atmosphere and communications.

MINIMUM QUALIFICATIONS:

Education:

Bachelor'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 Support Specialist II

OR

Education & Experience Substitution:

3-4 years of progressive work experience (typically in Business Office Communications) with acquired knowledge at the level of an Office Support Specialist 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 an automobile, etc.

• Some travel is required.

• Special physical demands are not required to perform the work.

NOTES:

• FLSA: Non-exempt.

Supplemental Information

002-Secretary of State - Administration

Clickhere (https://ai.wyo.gov/divisions/human-resources/consultative-services/compensation/pay-tables-salary-averages) 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.

Working for the State of Wyoming provides employees with a range of valuable benefits and offers a fulfilling career path. Employees enjoy comprehensive healthcare coverage, including medical, dental, and vision plans, ensuring their well-being and that of their families. Additionally, the state offers multiple retirement plans, which provide financial security and stability for employees once their career in public services comes to an end. the state recognizes the importance of personal time and offers generous paid time off and flexible arrangements, allowing employees to recharge, take care of personal matters, and maintain a healthy work-life integration.

There are many benefits to living and working in Wyoming. Beautiful country with wide-open spaces, clean air, great recreational activities, and no State income tax to mention a few!

Click here (https://ai.wyo.gov/for-job-seekers) to learn more!