Office Support Specialist II

The Solid and Hazardous Waste Division (Division) within DEQ is seeking a candidate to join our team and be an active participant in the DEQ mission. The Office Support Specialist position provides high-quality administrative assistance to the Division and the general public. The position is an integral part of the Division and helps with compliance with State and Division policies assists the Administrator with a variety of tasks interfaces with the general public and performs other general duties to assure smooth operations within the Division. Learn more about the Division here: the Cheyenne Advantage: High Quality of Life Zero State Income TaxNestled at the intersection of Western heritage and modern convenience Cheyenne offers the ideal balance of career growth and personal fulfillment. Enjoyno state income taxmeaning you keep more of what you earnalongside a low cost of living and short average commutes of around 13 minutes. Outside of work immerse yourself in world-class outdoor recreation from hiking in nearby Curt Gowdy State Park and Vedauwoo to local trail systems right in town. Plus with Colorados Front Range and Denver just a short drive away you get big-city access with small-town warmth and clean air.

• 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 which may be performed in the job level.

• Administering the Divisions records management system including managing all current correspondence and documents sent and received by the Division for the Lander Casper Sheridan and Cheyenne offices.
• Managing the digital database and adding metadata to existing files and working with the Records and Database Management Specialist to ensure that digital records are all present and easy for staff to utilize.
• Assist the Division with the rulemaking process including planning scheduling and arranging for public meetings Advisory Board meetings and other duties as necessary.
• Greet and screen visitors interview them to evaluate and determine needs and refer them appropriate staff or other support agencies.
• Answers the Division main phone number and routes calls to appropriate staff.
• Screens and corrects documents for formatting punctuation and grammar; conducts proof-reading.
• Resolves problems and makes recommendations for improvements.
• Provide general administrative assistance to the Division.
• Provides customer service as they are often the first point of contact for the Division.
• Acts as liaison between director division administrator and program managers to coordinate calendars for meetings and conference calls.
• Reports time for executives weekly and vehicle mileage as necessary.
• Procure travel permissions and make travel arrangements for staff.
• Monitors fiscal documentation such as travel vouchers expense vouchers accounting of state purchase card and requisitions.
• 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.

KNOWLEDGE:

• Must have technological knowledge of computer application systems and comfortable using a variety of software programs like Word Excel Google Google Docs Smartsheet and SharePoint and the ability to utilize internal and online database systems.
• Must have good verbal and written communication skills in working with the general public and other staff.
• Ability to use office equipment including general maintenance.
• Ability to organize prioritize problem solve and maintain strong customer service skills.
• Ability to proofread accurately and ask for clarification as necessary.
• Experience working in a team-oriented collaborative environment with the ability to work well
• with others.
• Knowledge of techniques for providing a high level of customer service.
• Knowledge of the principles and procedures of record keeping and reporting basic accounts payable and purchasing.
• Knowledge and skill of reviewing and editing documents for accuracy and completeness.
• Knowledge of telephone etiquette and coordinating telephone and visitor traffic.
• Strong organizational and attention to detail skills.
• Ability to demonstrate independent judgment and decision-making skills to ensure program requirements are met and procedures are followed.
• Ability to work with people with developmental disabilities.
• Ability to work cooperatively with staff and the general public.

PHYSICAL WORKING CONDITIONS:

• Professional office setting.
• Typically the employee may sit comfortably to perform the work; however there may be some walking standing bending carrying items driving an automobile etc.
• Ability to pick up and move boxes of records from one place to another.
• May travel occasionally to other DEQ offices.

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.
  

020-Wyoming Department of Environment Quality- Solid and Hazardous Waste Division

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.