Administrative Assistant

Administrative Support Specialist

The State of Wyoming Department of Education is seeking a highly organized and proactive Administrative Support Specialist to provide comprehensive support to the Chief Innovation Officer and the Innovation Team. This role is pivotal in ensuring the smooth operation of departmental projects, managing administrative workflows, and facilitating communication across the Innovation Team, vendors, and school districts.

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! Explore our Total Compensation Calculator:

Human Resource Contact: Jen Shirley/ View phone number on click.appcast.io/ View email address on click.appcast.io

Essential Functions:

• Provide administrative assistance to the Chief Innovation Officer
• Performs support duties for the Innovation Team
• Coordinate and complete travel requests, reservations, and travel reimbursements
• Use project management tools to monitor and track tasks and timelines
• Provide updates regarding the status of finance related workflows
• Establish and maintain electronic and paper files for the Innovation Team
• Assist in coordinating communication between vendors and Innovation staff
• Assist the Innovation Team with board and committee meeting preparation as needed
• Assists the Innovation Team with creating contracts
• Coordinate the contract lifecycle from inception through execution and completion, including timely entry and tracking of contracts within the financial management system
• Processes and tracks contract documentation, including requisition forms, invoices, and payment vouchers, while maintaining accurate and timely records in spreadsheets throughout the contract lifecycle
• Other duties as assigned

Preference may be given to candidates who demonstrate strong organizational and time-management skills, proficiency with Google Workspace and AI tools, and a foundational understanding of accounting, contract administration, and office management. Candidates who actively pursue professional development through both formal and informal learning and who demonstrate the ability to manage multiple priorities and deadlines in a fast-paced environment are highly desirable.

Knowledge:

• Knowledge of contract administration, accounting principles, and general office management practices
• Proficiency with Google Workspace and other standard office productivity tools, including spreadsheets and document management
• Foundational knowledge of AI tools and their practical applications in the workplace
• Ability to stay current in areas of responsibility through both formal training and informal learning
• Knowledge of organizational procedures, recordkeeping practices, and financial documentation
• Ability to prioritize and manage multiple projects, competing deadlines, and changing priorities in a fast-paced environment

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 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

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
• This position offers part-time telework.
• Successful applicants must reside in Wyoming or maintain a primary residence within a 100-mile radius of Cheyenne for the duration of their employment with the Wyoming Department of Education.
• 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.

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.