Office Assistant I

Administrative And Office Support

This position provides essential administrative and office support to ensure the efficient day-to-day operations of the department. Responsibilities include preparing and processing correspondence, reports, records, and other documents; maintaining files and databases; providing exceptional customer service to employees, visitors, and the public; coordinating schedules, meetings, travel, and office communications; processing mail and routine financial documents; maintaining office supplies and equipment; and assisting with records management and data verification. The position serves as a key resource by explaining procedures, researching information, supporting agency operations, and helping maintain organized, efficient, and responsive office services.

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!

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

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, researching files, 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 customer complaints. 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, you 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 material and documents.
• Explains or interprets procedures.

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

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, and driving an automobile.
• No special physical demands are required to perform the work.

Notes:

• FLSA: Non-Exempt
• All positions within the Department of Family Services will require a background information check, including the taking 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.