Administrative Support Specialist

Open Until Filled

GENERAL DESCRIPTION:

Be the welcoming face and steady organizational force behind our agency’s daily operations. In this dynamic role, you’ll prepare, proofread, and edit correspondence, reports, tables, and records that keep our work clear and professional. You’ll 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, you’ll 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. You’ll 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. You’ll assist with timesheets, perform arithmetic calculations, code billings, verify receipts, and may help monitor budgets, purchase orders, contracts, or vouchers. You’ll also monitor office equipment and coordinate maintenance to keep operations running smoothly.

In addition, you’ll research and compile materials, review and verify data, explain or interpret procedures, and—when needed—train or guide others in specialized agency processes. Most importantly, you’ll 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 !

Click here for detailed information , or you can watch this short video to learn about our benefit package!

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Human Resource Contact: Michelle Johnson / View email address on click.appcast.io

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.

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

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.

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

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

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.

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