Senior Office Support Specialist

General Description

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.

• Provides instruction on office policies, procedures, and rules.
• Takes minutes, and prepares necessary records for meetings.
• 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 the steps necessary to resolve them.
• Compiles and analyzes a variety of data and information and prepares related reports, notes, or meeting 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.
• Prepares routine compliance schedule.
• 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.
• Screens visitors to determine whether they should be given access to specific individuals.
• Monitors fiscal documentation to aid in the completion of travel vouchers and expense vouchers.
• Coordinates a variety of advanced, diversified, and/or confidential administrative support functions.
• Represents management in matters with immediate staff, agency staff, other agencies and/or the public.
• Assists other divisions within the Office with deadlines and projects on an as-needed basis.
• Conducts research related to the specific project or program.
• Assists with business fillings.
• Other duties as assigned.

Preferences
:
Preference may be given to those with a Bachelors 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

• 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 processing literate in email, Microsoft Word, Excel, PowerPoint, and MS Access-based database system use/data entry. Understanding and application of professional Front Office atmosphere and communications.

MINIMUM QUALIFICATIONS
:
Bachelors Degree (typically in Business).

0-1 year of progressive work experience (typically in Business Office Communications) with acquired knowledge at the level of an Office Support Specialist II

OR

3-4 years of progressive work experience (typically in Business Office Communications) with acquired knowledge at the level of an Office Support Specialist II

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.

002-Secretary of State - Administration

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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.

Working for the State of Wyoming means more than a job — it’s a stable, rewarding career that lets you make a difference while enjoying a great quality of life.

Employees Enjoy

• Comprehensive health coverage – medical,…