Grants & Contract Administration Specialist I

Looking for a role where you can help people and support programs making an impact across Wyoming

The Wyoming Department of Workforce Services is seeking a Grant and Contracts Administration Specialist to join the Business Training and Support Unit (BTSU). This position provides administrative and program support across several statewide initiatives including WyRelocate the Workforce Development Training Fund and WyQuality Counts while also supporting meetings events contracts payments reporting and other projects across the BTSU and the Policy Research and Communications Units.

In this role you will be an important point of contact for individuals businesses communities and program partners. Your work may include helping someone exploring a move to Wyoming connect with resources reviewing reimbursement or payment documentation coordinating meetings and events maintaining program records assisting with contracts responding to customer questions and supporting reporting and outreach activities.

This is a great opportunity for someone who enjoys variety and likes both working with people and keeping the details behind programs organized.The ideal candidate is responsive dependable comfortable managing multiple priorities and able to communicate clearly while providing excellent customer service.

Who Were Looking For

You may be a strong fit for this position if you:

• Enjoy helping people find information resources and next steps.

• Enjoy staying organized and goal driven

• Provide friendly and professional customer service by phone email and in person.

• Are organized and comfortable managing multiple tasks deadlines and follow-up items.

• Pay attention to detail when reviewing documents payments invoices and records.

• Enjoy a position where your responsibilities may vary from day to day.

• Are comfortable learning multiple programs processes and systems.

• Can work independently while also supporting a collaborative team.

• Communicate clearly and know when an unusual situation should be elevated for additional guidance.

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!

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

Customer Service & Program Support

• Serve as a point of contact for individuals businesses communities and partner organizations seeking information or assistance with DWS programs.

• Respond to program inquiries through email phone help tickets and other communication channels and connect customers with appropriate resources or staff.

• Provide general information and assistance related to WyRelocate the Workforce Development Training Fund WyQuality Counts and other supported programs.

• Follow up with customers and partners regarding documentation referrals payments program requirements and other requests.

• Maintain current program partner resource and contact information.

• Help individuals and families exploring relocation to Wyoming connect with employment community housing and other available resources.

• Coordinate with Wyomings Workforce Centers and other partners to assist individuals with employment and community connections.

• Maintain current information about Wyoming communities employers relocation resources services and other opportunities.

• Track inquiries referrals resource requests and program connections

Administrative and Financial Support

• Review and process invoices payments reimbursements W-9s and supporting documentation for completeness and accuracy.

• Communicate with businesses customers and internal staff to obtain missing information or resolve documentation discrepancies.

• Maintain accurate payment reimbursement program and financial records.

• Assist with contract administration including preparing documents tracking deadlines and deliverables and maintaining supporting records.

• Support data entry reporting record reconciliation document retention and other administrative needs.

Meetings Events & Program Coordination

• Coordinate meetings and events including scheduling venue arrangements lodging materials and other logistics.

• Prepare agendas maintain attendance or voting records take and finalize meeting minutes and track follow-up items.

• Assist with presentations reports correspondence resource guides outreach materials and other program communications.

• Maintain organized electronic files contact lists project records supplies and other program resources.

• Assist with outreach activities presentations special events and other unit initiatives.

• Support social media and program communications as needed

PREFERENCES:

Preference may be given to applicants with administrative support or program coordination experience.

Preference may be given to applicants with customer service working with businesses or the public.

Preference may be given to applicants with experience coordinating meetings events record or multiple ongoing projects.

• Strong computer skills including typing Excel Word and Google
• Strong communication skills both written and oral
• Ability to use critical thinking and problem-solving skills
• Attention to detail and ability to shift priorities based on program work needs
• Ability to be flexible based on program needs
• Ability to work with a team and independently
• Knowledge and understanding of effective communication and customer service skills

NOTES:

• FLSA: Non-Exempt
• Former State of Wyoming employees who are rehired less than 31 days after their final day in their old agency must repay all leave payouts.
• 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.
• For the Veterans preference consideration supporting documentation must accompany your application.
• Offers of employment will be contingent upon the successful completion of a background check.

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

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