Office Assistant I

Description and Functions

Open Until Filled

GENERAL DESCRIPTION:

Be the welcoming face and steady organizational force behind our agencys daily this dynamic role youll prepare proofread and edit correspondence reports tables and records that keep our work clear and professional. Youll process and review paperwork enter and verify data and maintain organized record systems through filing scanning archiving and research.

As a central hub of support youll greet and assist a high volume of visitors answer and route calls respond to information requests and help resolve customer concerns with professionalism and care. Youll process and distribute incoming mail coordinate outgoing mailings and ensure staff have the supplies and resources they need by managing inventory and ordering materials.

Your organizational skills will shine as you maintain calendars schedule appointments arrange travel and coordinate meeting spaces. Youll assist with timesheets perform arithmetic calculations code billings verify receipts and may help monitor budgets purchase orders contracts or vouchers. Youll also monitor office equipment and coordinate maintenance to keep operations running smoothly.

In addition youll research and compile materials review and verify data explain or interpret procedures andwhen neededtrain or guide others in specialized agency processes. Most importantly youll provide exceptional customer service as a trusted first point of contact helping ensure every interaction reflects the professionalism and mission of our organization.

Working for the State of Wyoming offers more than a paycheck. Our total compensation package includes:

• Comprehensive health dental and vision insurance
• Paid vacation sick leave FMLA and holidays
• Retirement - Pension and 457B plans that help you build a secure future
• Flexible schedules and work-life balance options
• Meaningful work that makes a difference for Wyoming communities and MUCH MORE !

Want to see the full value of your compensation beyond salary

Explore our Total Compensation Calculator:

Human Resource Contact: Michelle Johnson /

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

• Prepares proofreads and edits routine correspondence reports tables and records.
• Processes and reviews routine paperwork and/or enters data into a department log or database.
• Maintains department records system including filing scanning retrieving and archiving documents researchingfiles etc.
• Prepares and collects timesheets for the department or office.
• Makes arithmetic calculations; prepares and codes billings; verifies receipts.
• Greets and directs a high volume of visitors deliveries and the general public.
• Makes calls and answers telephones and may route calls to appropriate staff.
• With appropriate information responds to requests for information; makes referrals and resolves customercomplaints. This may involve research or agency specialized knowledge.
• Processes and distributes all incoming mail; prepares mailings.
• Orders receives stores and distributes supplies; maintains inventory.
• Maintains calendars makes appointments and travel arrangements and arranges meeting rooms.
• Provides customer service as they are often the first point of contact for an agency.
• Assist staff with travel arrangements.
• Maintains files and reference manuals/materials.
• Performs some functions such as monitoring budgets expenses purchase orders contracts or preparing vouchers.
• Because of the specialized nature of the job may be required to train/guide others in an agency-specific process.
• Monitors pertinent office equipment such as computers phone systems etc. coordinating maintenance etc.
• Reviews and verifies data.
• Responsible for assisting in the review research and development of materials and documents.
• Explains or interprets procedures.

Qualifications

PREFERENCES:

Preference may be given to applicants who are detail-oriented multi-task capable organized and able to prioritize good communicators both orally and written and have customer service experience.

KNOWLEDGE :

• Knowledge of office procedures filing alphabetizing English language and arithmetic.
• Knowledge of modern office practices procedures and equipment.
• Knowledge of word processing spreadsheet and email programs.
• Knowledge of assembling sorting and distributing documents.
• Knowledge of reviewing and editing documents for accuracy and completeness.
• Knowledge of methods used to tactfully deal with the public.
• Knowledge of telephone etiquette and coordinating telephone and visitor traffic.
• Knowledge of the preparation of records reports and correspondence.
• Knowledge of agency policies and procedures.

MINIMUM QUALIFICATIONS:

Education:

High School Diploma or equivalent

Experience:
0-2 years of progressive work experience (typically in Business Office Communications)

OR

Education & Experience Substitution:
1-3 years of progressive work experience (typically in Business Office Communications)

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
• All positions within the Department of Family Services will require a background information check including thetaking of fingerprints which will be completed through the Wyoming Department of Criminal Investigation the Department of Family Services and the Federal Bureau of Investigation for every successful applicant.

Supplemental Information

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

Click here to view the State of Wyoming Total Compensation Calculator.

URL: 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.

Required Experience:

Junior IC