Description and Functions

GENERAL DESCRIPTION:

The Office Support Specialist position provides high-quality administrative, records, clerical, and office support activities to support the goals of the WDEQ Water Quality Division (WQD). By applying advanced office skills, knowledge of the department's procedures and policies, and independent judgment, this position conducts activities that support effective and efficient operations for the WQD and its programs.

Human Resource Contact: Rachael Reinhardt 307-777-6143 rachael.reinhardt2@wyo.gvo

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

• Process a wide variety of WQD correspondence and other documents, primarily those that involve approval or signature by senior management;
• Manage and route documents to section managers, staff from the Attorney General’s Office, the WQD Administrator, and the DEQ Director for approvals and signatures;
• Develop and manage electronic document management routing/tracking systems and workflows, applying knowledge of programmatic and administrative requirements to do so, and also requiring research and troubleshooting.
• Provide quality assurance/quality control for completeness, accuracy, and compliance with programmatic and administrative requirements.
• Ensure final documents are routed to appropriate locations for records storage to meet retention schedules.
• Coordinate with staff to publish public notices of division activities and comment opportunities in newspapers, on the website, and through e-mail delivery systems, and ensures accuracy, compliance with statutory requirements, and appropriate budget codes.
• Serve as a subject-matter expert for document management, document formatting, and naming conventions.
• Track outgoing and incoming mail using electronic document management procedures and tracking systems.
• Prepares outgoing mail packages as needed, including regular mailings, mass mailings, and certified mailings, ensuring that appropriate budget codes are used.
• Post documents to the website.
• Assist with analyzing information for monthly dashboard reporting.
• Greets and screens visitors, and interviews them to evaluate and determine needs.
• Refers visitors to appropriate staff or other support agencies.
• Schedules meetings and makes reservations, as appropriate.
• Answers phones and directs calls or takes messages when needed.
• Determines and procures needed office supplies, the correct accounting codes to submit in entering the requisition, run a budget check, and releases the purchase order for payment when the item(s) are received.
• Trains program staff on administrative requirements and procedures.
• As the WQD transitions to a digital environment, this position works closely with staff to plan and implement new workflows for electronic document management and improved efficiency.
• Monitors WQD supplies and submits orders for new supplies as needed.
• Assists with training clerical temporary position staff on an as-needed basis.

Qualifications

KNOWLEDGE:

• 
  Knowledge of applicable federal, state, and local laws, codes, regulations and policies, technical processes, and procedures related to the department.
• Knowledge of SharePoint and other electronic records management systems.
• Strong skills in Microsoft Word, Access, and Excel; Google Docs; and Adobe systems.
• Ability to manage diverse and competing priorities with time management skills, organization skills, and consideration for deadlines.
• Ability to resolve problems and make recommendations for improvements.
• Possess strong communication skills with attention to detail.
• Possess strong time management skills.
• Experience working in a team-oriented, collaborative environment, with the ability to work well with others.
• Ability to demonstrate independent judgment and decision-making skills to ensure program requirements are met and procedures are followed.
• Ability to deliver high-level customer service, both internally and to the public.

Necessary Special Requirements

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.
• Must be able to lift up to 30 pounds.

NOTES:

• 
  FLSA: Non-Exempt

Supplemental Information

020-Department of Environmental Quality - Water Quality Division

Click here to view the State of Wyoming Classification and Pay Structure.

URL: http://agency.governmentjobs.com/wyoming/default.cfm

The 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.

There are many benefits to living and working in Wyoming. Beautiful country with wide-open spaces and clean air, great recreational opportunities, and no State income tax to mention a few! In addition, the State of Wyoming offers State employees a very generous benefits package. Please click here for more information on the State of Wyoming employee benefits*.