Office Support Specialist I

• Greet and screen visitors interview them to evaluate and determine needs and refer them to appropriate staff or other support agencies.
• Process manage and route a wide variety of WQD correspondence and other documents to section managers Attorney Generals Office staff and DEQ Senior Management for approvals and signatures.
• Manage electronic document management routing/tracking systems and workflows by applying knowledge of programmatic and administrative requirements and by researching and troubleshooting issues.
• Provide quality assurance/quality control for completeness accuracy and compliance with programmatic and administrative requirements.
• Ensure final documents are routed to appropriate locations for records storage to meet retention schedules.
• Coordinate with staff to publish public notices of division activities and comment opportunities in newspapers on the website and through e-mail delivery systems ensuring accuracy compliance with statutory requirements and appropriate budget codes.
• Track outgoing and incoming mail using electronic document management procedures and tracking systems
• Prepare outgoing mail packages as needed including regular mailings mass mailings and certified mailings ensuring that appropriate budget codes are used.
• Post documents to the website.
• Assist with analyzing information for the monthly dashboard reporting.
• Schedule meetings and make reservations as appropriate.
• Answer phones and direct calls or take messages when needed.
• Determine and procure needed office supplies.
• Train program staff on administrative requirements and procedures.
• Work closely with staff to plan and implement new workflows for electronic document management and improve efficiency on an as-needed basis.
• Communicate effectively.
• Assist with training clerical temporary position staff on an as-needed basis.

KNOWLEDGE:

• Knowledge of applicable federal state and local laws codes regulations and policies technical processes and procedures related to the department.
• Possess strong communication skills with attention to detail.
• Possess strong time management skills.
• Knowledge of SharePoint and other electronic records management systems.
• Strong skills in Microsoft Word Access and Excel; Google Docs; and Adobe systems.
• Ability to manage diverse and competing priorities with time management skills organization skills and consideration for deadlines.
• Ability to resolve problems and make recommendations for improvements.
• Experience working in a team-oriented collaborative environment with the ability to work well with others.
• Ability to demonstrate independent judgment and decision-making skills to ensure program requirements are met and procedures are followed.
• Ability to deliver high-level customer service both internally and to the public.

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.
• Must be able to lift up to 30 pounds.

NOTES:

• FLSA: Non-Exempt
• The Wyoming Department of Environmental Quality may use a video interview as a mandatory first step of our process. If chosen for a video interview you will receive an email with all the necessary information to complete the process.

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.