Lead Administrative Assistant

Rock Springs, WY - USA

Monthly Salary: Not Disclosed

Posted on: 2 days ago

Vacancies: 1 Vacancy

Job Summary

Description and Functions

Open Until Filled

GENERAL DESCRIPTION:

The Wyoming Department of Workforce Services is seeking a Lead Administrative Assistant for the Rock Springs Division of Vocational Rehabilitation (DVR). The purpose of the DVR Lead Administrative Assistant position is to assist the regional area manager rehabilitation counselors administrative assistants and DVR leadership through direct support and services including training and monitoring of other administrative assistants in the region. This position supports the agencys efforts to provide services to individuals with disabilities so they can obtain employment in an integrated setting. The Lead Assistant works under limited supervision provides daily management and oversight of their local DVR offices and supports the regional offices to ensure that all procedures and operations in each office meet the established agency criteria.

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 or you can watch this short video to learn about our benefit package!

Want to see the full value of your compensation beyond salary Explore our Total Compensation Calculator:https://

Human Resource Contact:

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

Administrative & Office Operations: Serve as the first point of contact for the local VR office. Answer phone calls meet with walk-ins and make appropriate referrals. Oversee daily office operations including calendar management meeting coordination mail processing supply ordering equipment maintenance and basic technology troubleshooting.
Fiscal & Budget Administration: Manage vendor authorization and payment processes; review and reconcile invoices; monitor and maintain office budgets; prepare travel reimbursements P-card documentation and other required fiscal reports in compliance with policy.
Client Services Coordination: Support implementation of client plans (IPEs) by coordinating appointments processing approved purchases communicating with vendors and service providers and addressing client concerns within the scope of authority.
Compliance & Documentation Management: Maintain accurate records and required documentation in accordance with state and federal guidelines; ensure use of current forms and proper record retention.
Interagency & Internal Collaboration: Communicate and coordinate with counselors management fiscal agencies vendors and external partners to ensure timely and effective service delivery.

Qualifications

PREFERENCES:

Preference may be given to those with customer service experience and communication experience.
Preference may be given to those with Microsoft Word and Excel experience.

KNOWLEDGE:

Knowledge of complex case management.
Knowledge of Google Suite programs.
Knowledge of techniques for providing a high level of customer service.
Knowledge in Human and Social Services.
Skills in proper grammar and punctuation.
Skills in Teamwork and adapting to personalities.
Ability to build rapport with a variety of clients.
Ability to problem-solve with creative solutions.

MINIMUM QUALIFICATIONS:

Education & ExperienceSubstitution:

2-4 years of progressive work experience (typically in Business Office Communications) with acquired knowledge at the level of an Office Support Specialist I.

Certificates Licenses Registrations:

None

Education:

Associates Degree (typically in Business)

Experience:

0-2 years of progressive work experience (typically in Business Office Communications) with acquired knowledge at the level of an Office Support Specialist I.

Necessary Special Requirements

PHYSICAL WORKING CONDITIONS:

Some travel is required.
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
The Wyoming Department of Workforce Services (DWS) uses E-Verify an Internet-based system to confirm the eligibility of all newly hired employees to work in the United States. Learn more about E-Verify including your rights and responsibilities.
Offers of employment will be contingent upon the successful completion of a background check.
For Veterans preference consideration supporting documentation must accompany your application.

Supplemental Information

Clickhere to view the State of Wyoming Classification and Pay Structure.

Click here to view the State of Wyoming Total Compensation Calculator.

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:

Junior IC

Description and FunctionsOpen Until FilledGENERAL DESCRIPTION:The Wyoming Department of Workforce Services is seeking a Lead Administrative Assistant for the Rock Springs Division of Vocational Rehabilitation (DVR). The purpose of the DVR Lead Administrative Assistant position is to assist the regio...