Office Assistant I

GENERAL DESCRIPTION:

This position provides essential administrative and office support to ensure the efficient day-to-day operations of the department. Responsibilities include preparing and processing correspondence reports records and other documents; maintaining files and databases; providing exceptional customer service to employees visitors and the public; coordinating schedules meetings travel and office communications; processing mail and routine financial documents; maintaining office supplies and equipment; and assisting with records management and data verification. The position serves as a key resource by explaining procedures researching information supporting agency operations and helping maintain organized efficient and responsive office services.

• 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!

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

• Prepares proofreads and edits routine correspondence reports tables and records.
• Processes and reviews routine paperwork and/or enters data into a department log or database.
• Maintains department records system including filing scanning retrieving and archiving documents researching files etc.
• Prepares and collects timesheets for the department or office.
• Makes arithmetic calculations; prepares and codes billings; verifies receipts.
• Greets and directs a high volume of visitors deliveries and the general public.
• Makes calls and answers telephones and may route calls to appropriate staff.
• With appropriate information responds to requests for information makes referrals and resolves customer complaints. This may involve research or agency specialized knowledge.
• Processes and distributes all incoming mail; prepares mailings.
• Orders receives stores and distributes supplies; maintains inventory.
• Maintains calendars makes appointments and travel arrangements and arranges meeting rooms.
• Provides customer service as they are often the first point of contact for an agency.
• Assist staff with travel arrangements.
• Maintains files and reference manuals/materials.
• Performs some functions such as monitoring budgets expenses purchase orders contracts or preparing vouchers.
• Because of the specialized nature of the job you may be required to train/guide others in an agency-specific process.
• Monitors pertinent office equipment such as computers phone systems etc. coordinating maintenance etc.
• Reviews and verifies data.
• Responsible for assisting in the review research and development of material and documents.
• Explains or interprets procedures.

PREFERENCES:

Preference may be given to applicants who are detail-oriented multi-task capable organized and able to prioritize good verbal and written communicators and have customer service experience.

KNOWLEDGE:

• Knowledge of office procedures filing alphabetizing English language and arithmetic.
• Knowledge of modern office practices procedures and equipment.
• Knowledge of word processing spreadsheet and email programs.
• Knowledge of assembling sorting and distributing documents.
• Knowledge of reviewing and editing documents for accuracy and completeness.
• Knowledge of methods used to tactfully deal with the public.
• Knowledge of telephone etiquette and coordinating telephone and visitor traffic.
• Knowledge of the preparation of records reports and correspondence.
• Knowledge of agency policies and procedures.

Education & Experience Substitution:
1-3 years of progressive work experience (typically in Business Office Communications)

Certificates Licenses Registrations:
None

PHYSICAL WORKING CONDITIONS:

• Typically the employee may sit comfortably to perform the work; however there may be some walking standing bending carrying light items and driving an automobile.
• No special physical demands are required to perform the work.

NOTES:

• FLSA: Non-Exempt
• All positions within the Department of Family Services will require a background information check including the taking of fingerprints which will be completed through the Wyoming Department of Criminal Investigation the Department of Family Services and the Federal Bureau of Investigation for every successful applicant.

049-Department of Family Services - Social Services Division

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