Executive Assistant

Cheyenne, WY - USA

Hourly Salary: $ 24 - 27

Posted on: 30+ days ago

Vacancies: 1 Vacancy

Job Summary

Description and Functions

Open Until Filled

GENERAL DESCRIPTION:

Are you highly organized detail-oriented and motivated to support education leadership in Wyoming This position provides executive-level support to the State Superintendent of Public Instruction and the Chief of Staff for the Wyoming Department of Education (WDE). As the Executive Assistant you will play a vital role in managing schedules preparing meetings facilitating communication and serving as a trusted point of contact for stakeholders. This is a dynamic opportunity to contribute to the success of Wyomings education system while working closely with senior leadership in a fast-paced rewarding environment.

Human Resource Contact: Stacie West

ESSENTIAL FUNCTIONS: The listed functions are illustrative only and are not intended to describe every function that may be performed at the job level.

Provide daily administrative assistance and support to the Superintendent and Chief of Staff.
Receive screen and prioritize electronic correspondence and regular mail with expertise and judgment to deliver highly important communications and agency-critical information to the Superintendent and Chief of Staff.
Respond to stakeholder inquiries and requests requiring broad organizational knowledge and interpretation of agency policies rules and regulations best practices the WDE Strategic Plan and WDE Mission Vision and Values.
Write proofread and edit documents for clarity of communication and correct grammar/spelling.
Review and make certain that the final correspondence is signature-ready. Notify the Superintendent and Chief of Staff of upcoming agency events and initiatives of relevant importance.
Coordinate and complete travel requests reservations and travel reimbursements for the Superintendent and Chief of Staff.
Provide follow-up assistance and status tracking on assignments issued by the Superintendent and Chief of Staff.
Assist the Superintendent and Chief of Staff with special projects and assignments through proper planning implementation directing evaluating and project oversight.
Establish and maintain electronic and paper files for the Superintendent and Chief of Staff.
Notify agency staff of changes or revisions in the Superintendent and Chief of Staffs schedule and availability.
Create and maintain spreadsheets databases and other tracking instruments to support the Superintendent and Chief of Staff on agency committees and at various meetings and provide notes or a written summary of the meeting for the Superintendent and Chief of Staff upon request.
Schedule meetings and appointments for the Superintendent and Chief of Staff and complete all activities necessary to reserve and prepare meeting space.
Secure the availability of visual and audio equipment for meetings and prepare meeting agendas and materials.
Maintain a professional working relationship with other agency leaders and agency staff.
In accordance with Federal regulations Wyoming statute and State contract/procurement policies provide assistance with the drafting editing and processing of WDE contracts memorandums of agreements and requisitions as necessary.
Assist other agency administrative assistants with the management and payment of invoices preparation of payment vouchers and accurate and timely completion of the Purchasing and Phantom card activity logs.
Provide excellent communication to customers peers vendors state and federal government agencies Wyoming school districts colleges and the general public.
Provide prompt and courteous telephone etiquette and clear and concise written and verbal communication to customers addressing policies and procedures assignments and directions to the appropriate source of information.

Qualifications

KNOWLEDGE:

Extensive skills and experience in secretarial science modern office methods and practices and office management
Superior oral and written communication skills
Knowledge of proofreading methods
Knowledge of proper English and grammar usage
Knowledge of computer software programs
Research and analytical skills
Organizational multi-tasking and time management skills
Expert computer skills
Ability to effectively use general office equipment
Ability to handle multiple tasks simultaneously and work under time deadlines
Ability and motivation to work with little or no supervision and be self-directed
Ability to interact well with people and handle diverse public
Ability to listen effectively to others
General understanding of state and agency policies procedures and processes for federal programs
Ability to work cooperatively and effectively with others

MINIMUM QUALIFICATIONS:

Education:

Bachelors Degree (typically in Business)

Experience:

0-1 years of progressive work experience (typically in Business Office communications)

Education & ExperienceSubstitution:

3-4 years of progressive work experience (typically in Business Office communications)

Certificates Licenses Registrations:

None

Necessary 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
Applicants may be asked to provide transcripts or any relevant coursework at the time of interview or hire.
A successful applicant must pass a background and/or reference check.
Travel is estimated at 1%.

Supplemental Information

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.

Description and FunctionsOpen Until FilledGENERAL DESCRIPTION:Are you highly organized detail-oriented and motivated to support education leadership in Wyoming This position provides executive-level support to the State Superintendent of Public Instruction and the Chief of Staff for the Wyoming Depa...