Administrative Assistant 2025-01521
Administrative Assistant 2025-01521
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Job Description
Description and Functions
Open Until Filled
GENERAL DESCRIPTION:The purpose of this position is to provide administrative program technical budget clerical and office support activities to support the goals of the Health Readiness and Response (HRRS) section. This section is comprised of three units the Office of Emergency Medical Services the Rural and Frontier Health Unit and the Public Health Preparedness and Response Unit. This position will apply knowledge of the HRRS section including general office and program policies and procedures equipment and customer service delivery needs. This position requires a deep understanding of the unique administrative and fiscal preparedness requirements as outlined in state policies and procedures and CDC Cooperative Agreements and Grants. This position will support the development of expedited fiscal and other administrative processes and exploit every opportunity to reduce the number of days to complete the process to get funding to contractors and subrecipients. This position will provide coordination of complex technical and compliance tasks in the creation preparation and validation of required reporting; monitor and process a variety of program data and financial collection from sub-recipients program personnel and partners; and assist with monitoring and tracking contract deliverables for sub-recipient monitoring.
Human Resource Contact:
ESSENTIAL FUNCTIONS: The listed functions are illustrative only and are not intended to describe every function that may be performed in the job level.- Provide administrative program technical budget procurement office supply inventory and purchasing.
- Preparing memos for the Section Chief Unit Managers and section staff.
- Perform specialized tasks and coordinate general office administrative functions.
- Perform and apply knowledge to a wide range of administrative tasks general office policies procedures equipment operational support and customer service.
- Troubleshoot office systems or procedures for efficiency and accuracy.
- Accurately maintains files records and status of contracts and inputs data into databases. These files include contracts fiscal documentation correspondence presentation documents and any other related official business documents HRRS Units may maintain.
- Ensure the procurement process is managed appropriately and according to established procedures.
- Prepares proofreads and edits routine correspondence reports tables and records.
- Assist in tracking internal performance measures.
- Resolve problems and make recommendations for improvement.
- Regularly attend WDH Admin Support Meetings.
- Attend HRRS Unit meetings and take notes as requested by the relevant Unit Manager.
- Coordinate section documents for billing travel payments RQS vouchers travel coordination and office supplies coordination.
- Demonstrate proficiency with procedures processes and forms for contracting purchasing traveling and payment.
- Perform general office duties including hand delivery and pick up of documents to and from the Public Health Division 3rd West Herschler Building 4th floor Attorney Generals office for processing.
- Prepare fiscal documentation for submission.
- Provide expertise and guidance to HRRS programs regarding State and WDH fiscal and contracting procedures.
- Apply knowledge of programmatic and administrative requirements.
- Maintain financial records and verify accuracy and organize paperwork for audits.
- Ensure the procurement process is managed appropriately and according to established procedures for travel vouchers expense vouchers accounting of state purchase cards and requisitions.
- Ensure purchasing card logs and documentation are submitted to fiscal on time.
Qualifications
PREFERENCES:Preference will be given to candidates with a Bachelors degree in emergency management or a closely related field.
KNOWLEDGE:- Knowledge of office procedures filing alphabetizing English language and arithmetic.
- Knowledge of modern office practices procedures and equipment.
- Knowledge of word processing spreadsheet and email programs.
- Knowledge of assembling sorting and distributing documents.
- Knowledge of reviewing and editing documents for accuracy and completeness.
- Knowledge of methods used to tactfully deal with the public.
- Knowledge of telephone etiquette and coordinating telephone and visitor traffic.
- Knowledge of the preparation of records reports and correspondence.
- Knowledge of agency policies and procedures.
MINIMUM QUALIFICATIONS:Education:Associates 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 IIOREducation & ExperienceSubstitution:2-4 years of progressive work experience (typically in Business Office Communications) with acquired knowledge at the level of an Office Assistant IICertificates Licenses Registrations:NoneNecessary Special Requirements
PHYSICAL WORKING CONDITIONS:
- 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.
NOTES:
- FLSA: Non-Exempt
- The Wyoming Department of Health is an E-Verify employer.
Supplemental Information
048-Wyoming Department of Health - Public Health Division
Clickhere to view the State of Wyoming Classification and Pay Structure.
URL: 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.
Employment Type
Full-Time
