Office Support Specialist II

Working for the State of Wyoming offers more than a paycheck. Our total compensation package includes:

• Comprehensive health dental and vision insurance
• Paid vacation sick leave FMLA and holidays
• Retirement - Pension and 457B plans that help you build a secure future
• Flexible schedules and work-life balance options
• Meaningful work that makes a difference for Wyoming communities and MUCH MORE!

Click here for detailed information oryou can watch this short video to learn about our benefit package!

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

• Answers screens and directs calls and walk-in traffic which requires knowledge of WOHS operating policies and procedures.
• Uses judgment to determine priority of calls. 1) responds to callers when suitable to do so 2) forwards calls to appropriate personnel or 3) records messages.
• Maintains confidentiality of all correspondence and other information obtained during work hours.
• Provide administrative support to WOHS staff as needed by performing mail merge operations for letters and documents as needed.
• Sorts and screens daily incoming mail and posts employee mail to individual mailboxes.
• Performs large and small mailings.
• Prepares envelopes prints labels performs mail merges for EMPG documents inserts materials attaches and codes the routing slip with a budget number for Central Mail pickup.
• Tracks all incoming and outgoing documents for the director and deputy director.
• Composes and maintains all RERT letters for activations and enters activations in the database.
• Attends WOHS staff meetings and monthly County/Tribal Coordinators Meetings and records meeting minutes.
• Transcribes minutes for all meetings and disseminates the minutes to all WOHS staff and/or County/Tribal Coordinators as necessary.
• Designs produces and edits correspondence reports and spreadsheets.
• Assists and supports the Section Chiefs with administrative support functions to WOHS staff as needed by performing mail merge operations on letters and memorandums making travel arrangements and proofreading documents for grammatical and spelling errors.
• Assist with archiving as needed.
• Assists and supports the Emergency Management Performance Grant manager with administrative support functions regarding the grant.
• Assists with tracking subrecipient grant requirements for the grant.
• Supports Executive Assistant with creating and maintaining contact information for sheriffs county commissioners county coordinators the Duty Officer Handbook on the Google shared drive.
• Assists with updating changes additions and deletions of contact information.
• Maintains current inventory of office supplies.
• Submits requests through the Memo process and uses the Purchasing Card when appropriate to order supplies and equipment.
• Records items purchased with a state Purchasing Card to the Individual Procurement Log and reconciles the monthly statement against the log.
• Completes annual and ongoing quarterly education training and exercises required by Federal grant funding of employee salaries.
• Obtaining certifications of online FEMA emergency management courses.
• Attends webinars and training to meet the requirements to be a state of Wyoming EMAC A-Team member.
• Maintaining current records rules and procedures for the Wyoming Search and Rescue Council and Fund.
• Performs procedural tasks regarding additions to changes to or repealing of the rules.

KNOWLEDGE:

• Knowledge of 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
  

001 - Homeland Security

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.