Facilities Office Support Specialist

Senior Office Support Specialist

The Wyoming Department of Transportation (WYDOT) seeks a Senior Office Support Specialist for the Facilities Program in Cheyenne, Wyoming. This position is responsible for coordinating and leading the daily fiscal and administrative operations of the Facilities Management office within the Wyoming Department of Transportation (WYDOT). Responsibilities include overseeing accounts payable, budget and property functions; preparing financial reports; monitoring expenditures; and ensuring compliance with applicable policies and procedures.

This position provides administrative support and guidance for Facilities Management programs and projects, assists with strategic planning and implementation of office goals, and contributes to the development and improvement of administrative processes and procedures. This role also serves as a subject matter resource for the department's facilities-related databases, including the Computerized Maintenance Management System (CMMS), Asset Database, and Budget Database, ensuring data accuracy, integrity, maintenance, and reporting.

Additional responsibilities include coordinating with internal WYDOT programs, state agencies, contractors, vendors, and other stakeholders; providing technical data support; conducting research and analysis; and coordinating work order dispatching and scheduling to support efficient facilities operations and customer service.

Cheyenne is a steadily growing community along the Front Range but still true to the Old West's history. The city offers nearby mountain biking, skiing, hiking, fishing, hunting, and other outdoor activities. Wyoming is one of only seven states with no state income tax. This position offers a $2,000 hiring bonus. See notes for eligibility.

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
• Public Service Loan Forgiveness (PSLF) eligibility
• 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

Human Resource Contact:
Amy Vigil | amy.vigil1 |

Essential functions include:

• Leading daily fiscal operations, including accounts payable, budgeting, property management, and payment processing.
• Preparing financial reports, monitoring expenditures, and ensuring compliance with applicable policies and procedures.
• Coordinating administrative operations, strategic planning, office goals, and implementation of new projects and procedures.
• Providing administrative guidance, training, and support to staff regarding office procedures, time entry, and program processes.
• Managing and maintaining Facilities Management databases, including CMMS, Asset Database, and Budget Database.
• Ensuring database accuracy, updating records, generating reports, and analyzing data to support operational needs.
• Coordinating facilities and maintenance functions, including assigning, tracking, and monitoring work requests.
• Serving as a liaison between Facilities Management, WYDOT programs, Procurement, Financial Services, state agencies, contractors, and vendors.
• Conducting research, compiling information, and providing technical data support for facilities-related projects and assignments.
• Dispatching and scheduling Facilities Management work orders, following up with customers, and conducting customer satisfaction surveys.

Knowledge includes:

• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Ability to proofread accurately and ask for clarification as required.
• Research and analytical skills.
• Ability to maintain strict confidentiality.
• Interpersonal communication skills include active listening.
• Team and process-oriented capabilities.
• Self-directed.
• Ability to use office equipment, software programs, and technology.
• Budgetary and fiscal experience.
• Ability to demonstrate independent judgment and decision-making.
• Skills in performing customer service functions.
• Demonstrated scheduling or dispatching skills that would typically come from serving in a similar position for 1-2 years.
• Must be autonomous, organized, detail-oriented, and possess a strong ability to prioritize tasks.
• Must possess good customer service skills and the ability to communicate with all levels of individuals, recognizing the importance of serving both internal and external…