Public Funds Division Executive Assistant 2026-01967

Open Until Filled GENERAL DESCRIPTION

To provide administrative support for the Public Funds Administrator, two supervisors, and thirteen staff members in administrative issues and operations of the division while maintaining confidentiality in all matters.

• Comprehensive health, dental, and vision insurance

• Paid vacation, sick leave, FMLA, and holidays

• Retirement - Pension and 457(b) 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!  for detailed information, or you can watch this short video to learn about our benefit package!

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Human Resource Contact:
Candice Dillmon  candice.dillmon

• Processing division audit reports: review final reports for formatting consistency; verify specific audit checklists are updated and complete; distribute reports via email and monitor receipt confirmations; publish final reports and responses on website; mail merge for reminders and confirmations.
• Database Operations: input forms into the division database for special districts, towns & cities & boards; send out follow-up forms for special districts, towns & cities, boards, including notice of audit, review, proof of cash, or self-audit forms; track audits received from CPA for local governments.
• Fiscal Duties including monitoring and purchase of supplies, time sheet balancing and reporting; input and track contracts within Cobblestone.
• General clerical duties including proof and process division Administrator correspondence while maintaining confidentiality and integrity of division information; open and distribute mail; direct phone calls; maintain electronic filing system including records management for archiving; set up travel for all staff in our division; represent division on in house committee for database improvements; compose correspondence for Administrator's signature and set up trainings.
• Maintaining division web pages with information that is increasing and will continue to in the foreseeable future. Maintaining documents to include report forms, manuals, staff information, statutes linked to legislative service office, rules linked to Secretary of State and audit reports after they have been issued;
  Other reports published include Census and budgets.
• Tracking; compiling monthly analysis of work accomplished; monitoring reports due from other entities including follow-up letters; tracking division employee training; setting up training presentations with vendors with direction from Administrator.

• Knowledge of Microsoft Office Suite Programs (Word, Excel).
• Knowledge of records processing and maintenance procedures and systems.
• Knowledge of the preparation of professional documents.
• Knowledge in Basic Web Design.
• Skill in reviewing and proofreading documents.
• Skill in time management.

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

Education & Experience Substitution: 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

• 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.

• FLSA:
  Non-Exempt;
• Hourly

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.