Senior Office Support Specialist

Open Until Filled

This position serves as an Executive Assistant to the Secretary of State's Office. This position works in a team-oriented environment and is responsible for performing executive-level administrative support for the Office of the Secretary of State.

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! (Detailed information available about benefits and a short video overview)

Note:

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Human Resources Contact: Jen Shirley, , jennifer.shirley1

The listed functions are illustrative only and are not intended to describe every function which may be performed at the job level.

• Provides instruction on office policies, procedures, and rules.
• Takes minutes, attends meetings, and prepares necessary records.
• Reports time for executives weekly and vehicle mileage as necessary.
• Makes all necessary travel arrangements for executive staff.
• Receives, analyzes, and responds to requests for information.
• Investigates customer complaints and takes steps to resolve them.
• Compiles and analyzes data and prepares related reports, notes, or minutes as necessary.
• Schedules all logistics of the Secretary of State's calendar including events, meetings, RSVP, and travel arrangements.
• Prepares routine response/notification letters and routine compliance schedules.
• Interacts with the Governor's Office and Legislature.
• Assists in instruction toward agency goals and strategic plans.
• Prepares constituent letters, notes, and communications; meets and greets constituents.
• Receives and makes phone calls for the Secretary of State.
• Directs workflow of the office and screens visitors for access to specific individuals.
• Monitors fiscal documentation to aid in the completion of travel and expense vouchers.
• Coordinates a variety of advanced, diversified, and/or confidential administrative support functions.
• Represents management in matters with staff, agency staff, other agencies, and the public.
• Assists other divisions within the Office with deadlines and projects as needed.
• Conducts research related to specific projects or programs.
• Assists with business filings.
• Other duties as assigned.

Preference may be given to those with a Bachelor's Degree or equivalent education/work experience. Preference may be given to those with proven performance of effective, exceptional and professional oral and written communications, attention to detail, organization skills, ability to prioritize, a positive can-do attitude, education experience, and a cooperative team-player mindset.

• Knowledge of the protocol in dealing with complaints and other issues involving interaction with the Governor's Office, the legislature, and other high-ranking officials.
• Computer literacy in email and Microsoft Office applications (Word, Excel, PowerPoint, and MS Access-based data entry). Understanding and application of a professional front-office atmosphere and communications.

Education: Bachelor’s Degree (typically in Business)

Experience: 0-1 year of progressive work experience (typically in Business Office Communications) with knowledge at the level of an Office Support Specialist II OR 3-4 years of progressive work experience (typically in Business Office Communications) with knowledge at the level of an Office Support Specialist 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.
• Some travel is required.
• Special physical demands are not required to perform the work.

• FLSA:
  Non-exempt.

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 you have the most recent version.