Senior Administrative Assistant
Senior Administrative Assistant
Employer Active
Job Alert
You will be updated with latest job alerts via email
Share
Job Alert
You will be updated with latest job alerts via email
Job Description
Description and Functions
GENERAL DESCRIPTION:
The Wyoming Game and Fish Department seeks a Senior Administrative Assistant to assist in the daily operations of the Wildlife Divisions Administration Office in our Cheyenne Headquarters. The Wildlife Division has approximately 190 Full-Time Employees (FTEs) in 16 work units (8 statewide and 8 regional). This position will assist the Wildlife Division Business Office Coordinator II in high-level administrative assistance in the Division to include researching and organizing information administering collaborative technology and providing project coordination in the Departments largest Division. This position will directly assist in the coordination of day-to-day fiscal activity travel and meetings for the Division Chief and Deputy Chiefs and other work unit supervisors as necessary. The Wildlife Administration office is a fast-paced environment with frequently changing priorities and deadlines. Ideal candidates shall possess skills to track and perform daily tasks seasonal tasks and urgent requests while maintaining exceptional customer service clarity and organization.
Human Resource Contact: Dezzaree Schott /
ESSENTIAL FUNCTIONS: The listed functions are illustrative only and are not intended to describe every function that may be performed in the job level.- Responsible for day-to-day operations assigned programs or projects; may provide leadership and guidance to administrative staff; may assist Business Office Coordinator II in large complex and long-term projects within the Division.
- Acts as liaison between director division administrators and field personnel to coordinate calendars for meetings and conference calls.
Provide instruction on office policies procedures and rules and may proctor examinations.
Attends takes minutes and identifies action items for meetings; may track specific projects resulting from meetings.
Makes all necessary travel arrangements for executive staff.
Research information to respond to internal and external requests to prepare for meetings and public events.
Provides exceptional customer service to internal and external contacts investigates and resolves issues as appropriate.
Drafts routine response and notification correspondence including letters emails and memos and reviews departmental documents and publications to ensure accuracy.
Ensures all members of the Wildlife Administration unit have all necessary supplies and office equipment.
Adheres to procurement procedures established by the Department of Administration and Information.
Assists with the development maintenance and oversight of Division records data and archives storage and databases to include permitting databases or other record keeping as needed.
Screens visitors callers and written communication to determine appropriate access to specific individuals and members of leadership.
Completes and monitors fiscal documentation such as travel vouchers expense vouchers accounting of state purchase card and requisitions.
Work may involve taking on various administrative responsibilities in order to allow management to focus on critical issues.
Qualifications
PREFERENCES:Preference may be given to candidates with 3 or more years of progressive administrative assistant experience.
Preference may be given to candidates with 1-2 years of experience in project or program management technologies.
Preference may be given to candidates with a bachelors in public administration or a closely related field.
Progressive experience shall be defined as candidates who have demonstrated growth in administrative roles including roles with increasing responsibility in office coordination executive support or administrative management.
KNOWLEDGE:Exceptional customer service skills and creative problem-solving ability.
Knowledge of business office communication concepts and principles.
Knowledge of Wyoming State Statutes in Title 23 and 41 and Wyoming Game and Fish Commission Regulations.
Knowledge of record keeping task tracking and archiving.
Knowledge of database development and management including project management software.
Excellent written and verbal communication skills.
Skill in technical editing for the review of manuals policies procedures and briefs.
Excellent organizational skills.
Knowledge of basic accounting principles and financial reporting.
Familiarity with complex project coordination
Advanced skills in Microsoft Office and Google Suite products including Word Excel PowerPoint Docs Sheets Forms and Calendar.
MINIMUM QUALIFICATIONS:
Education:Bachelors 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 Support Specialist IIOREducation & ExperienceSubstitution:3-4 years of progressive work experience (typically in Business Office Communications) with acquired knowledge at the level of an Office Support Specialist 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.
- Occasional in-state travel may be required
NOTES:- FLSA: Non-Exempt
- Candidates must provide a cover letter and three recent or current professional references.
Candidates will be asked to provide a writing sample during the interview process.
Supplemental Information
040 - Game & Fish - Wildlife
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.
Required Experience:
Senior IC
Employment Type
Full-Time
