Office Support Specialist II

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

• Maintains office services by organizing office operations procedures and communication to the Division and the public.
• Prepare and edit correspondence forms reports and other various documents; retrieve and integrate information for dissemination.
• Manage and maintain the division database and filing systems.
• Research a variety of problems requiring the knowledge of agency operations rules regulations policies and statutory requirements.
• Plan and schedule meetings and appointments; organize and maintain technical and legal paperwork and digital files of water rights information; perform specialized tasks and other duties delegated by management. Prepares notification letters for the adjudication process to the appropriator.
• First-line contact for the public government agencies and private industry clientele; assists the public with inquiries regarding water rights and filing water rights applications; directs the public to appropriate technical staff members when needed.
• Conduct water rights research and disseminate information through all available means; compare water right records with ownership records and other related data with regard to specific land tracts (performs this by researching water rights databases and division records); research ownership and title transfers; respond to requests by the public involving an explanation of water rights and their definitions.
• Utilizes GIS and paper records interprets property legal descriptions and communicates with other states local and federal level officials and agencies to exchange information.
• Manages activity reports and data submissions for the Division; supports staff with an accounting of time data verification and mail handling; compiles and prepares the annual report for publication. Support associate administrative personnel in agency mail handling and customer service functions.
• Manage database by performing extensive data entry building reports queries and performing quality assurance checks on all electronic data submissions; manage the reporting process for division staff; review water rights searches by other staff for accuracy. Determine the proper course of action to correct inaccurate information.
  Manage inventory and purchase office supplies and materials for multiple offices and locations; maintain office equipment in working order deal with vendors and perform repair work when needed.

PREFERENCES:

Preference may be given to those with an Associates Degree in Business or 2-4 years of progressive work experience in office records and communications.
Strong communication skills and customer service skills are a must!

KNOWLEDGE:

• Knowledge in applicable computer applications.
• Knowledge of records processing and maintenance procedures and systems.
• Knowledge in the preparation of complicated documents.
• Knowledge and understanding of the agency and each respective division/program.
• Knowledge of investigating alleged non-compliance.
• Knowledge of project management.

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
  

Click here 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.