Office Support Specialist

Open Until Filled GENERAL DESCRIPTION

Be a part of the Water Quality Division (WQD) team and experience the WDEQ mission and vision. The Office Support Specialist position provides high-quality administrative, clerical, records, and office support to the WQD. By applying advanced office skills, knowledge of the department's procedures and policies, and independent judgment, this position conducts activities that support effective and efficient operations for the WQD and its programs.

Human Resource Contact: DEQ HR deq.hr

• Greet and screen visitors, interview them to evaluate and determine needs, and refer them to appropriate staff or other support agencies.
• Process, manage, and route a wide variety of WQD correspondence and other documents to section managers, Attorney General’s Office staff, and DEQ Senior Management for approvals and signatures.
• Manage electronic document management routing/tracking systems and workflows by applying knowledge of programmatic and administrative requirements and by researching and troubleshooting issues.
• Provide quality assurance/quality control for completeness, accuracy, and compliance with programmatic and administrative requirements.
• Ensure final documents are routed to appropriate locations for records storage to meet retention schedules.
• Coordinate with staff to publish public notices of division activities and comment opportunities in newspapers, on the website, and through e-mail delivery systems, ensuring accuracy, compliance with statutory requirements, and appropriate budget codes.
• Track outgoing and incoming mail using electronic document management procedures and tracking systems
• Prepare outgoing mail packages as needed, including regular mailings, mass mailings, and certified mailings, ensuring that appropriate budget codes are used.
• Post documents to the website.
• Assist with analyzing information for the monthly dashboard reporting.
• Schedule meetings and make reservations, as appropriate.
• Answer phones and direct calls or take messages when needed.
• Determine and procure needed office supplies.
• Train program staff on administrative requirements and procedures.
• Work closely with staff to plan and implement new workflows for electronic document management and improve efficiency on an as-needed basis.
• Communicate effectively.
• Assist with training clerical temporary position staff on an as-needed basis.

• Knowledge of applicable federal, state, and local laws, codes, regulations, and policies, technical processes, and procedures related to the department.
• Possess strong communication skills with attention to detail.
• Possess strong time management skills.
• Knowledge of SharePoint and other electronic records management systems.
• Strong skills in Microsoft Word, Access, and Excel;
  Google Docs; and Adobe systems.
• Ability to manage diverse and competing priorities with time management skills, organization skills, and consideration for deadlines.
• Ability to resolve problems and make recommendations for improvements.
• Experience working in a team-oriented, collaborative environment, with the ability to work well with others.
• Ability to demonstrate independent judgment and decision-making skills to ensure program requirements are met, and procedures are followed.
• Ability to deliver high-level customer service, both internally and to the public.

Education: Associate'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 Assistant II

OR

Education & Experience Substitution: 2-4 years of progressive work experience (typically in Business Office Communications) with acquired knowledge at the level of an Office Assistant II

Certificates, Licenses, Registrations: None

• 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.
• Must be able to lift up to 30 pounds.

• FLSA:
  Non-Exempt
• The Wyoming Department of Environmental Quality may use a video interview as a mandatory first step of our process. If chosen for a video interview, you will receive an email with all the necessary information to complete the process.

to view the State of Wyoming Classification and Pay Structure.

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.