Open Until Filled GENERAL DESCRIPTION:
The Wyoming Department of Transportation (WYDOT) is currently seeking an Office Support Specialist for the District Office in Rock Springs, Wyoming, to perform administrative and support duties (including fiscal, clerical, and other location-specific duties) under limited supervision. This position primarily assists District Staff and other departments throughout the district by providing support and assistance to aid them in achieving their daily, weekly, and yearly objectives.
Rock Springs is the 5th largest city in Wyoming and is known for outdoor activities such as fishing, biking, hiking, and golfing as well as activities at the nearby Flaming Gorge National Recreation Area. The city celebrates "International Day" each summer with a festival where the foods, costumes, and traditions of the town's ancestors are recreated. Rock Springs is home to Western Wyoming Community College and Wyoming's Big Show Carnival. All this while enjoying no state income tax! This position offers:
**$2,000 Hiring Bonus** See notes for eligibility Culture of public service and a commitment to work/life balance Health, Dental, and Vision Insurance State Retirement plan and additional savings opportunities (deferred compensation) Paid vacation, sick leave, and holidays Human Resource Contact: / Terra Poling / ESSENTIAL FUNCTIONS: The listed functions are illustrative only and are not intended to describe every function which may be performed at the job level. Provides the primary office and clerical support to the Administrative program to ensure efficient operation of the office, as well as assists in Maintenance, Construction, Equipment, Traffic, Driver's Services, Highway Patrol, the general public, contractors, consultants, media, other WYDOT offices, and State and Federal agencies as appropriate. Acts as a specialist in the assigned program areas, performing the most complex technical duties, including legal secretary responsibilities. Performs, leads, or supervises a wide variety of moderate to complex program and operational support duties. Serves as subject matter expert. Applies knowledge of programmatic and administrative requirements. Resolves problems and makes recommendations for improvements. Performs specialized tasks and coordinates general office functions such as budget, legal work, administrative, property management, travel arrangements, procurement, personnel, information systems, or fiscal duties and provides staff training. Conducts research, and troubleshoots office systems or procedures for efficiency and accuracy; collects, organizes, and details writing the required documentation in answering queries. Coordinates and/or acts as a liaison between the agency or work unit and other agencies. Schedules meetings and makes hotel reservations. Answers phones and directs calls or takes messages when needed. Processes monthly electronic filing; corresponds with operators regarding production filing. Maintains financial or other records; verifies statistical reports for accuracy and completeness; assists with publishing statistical reports. Assists in budget development, analysis, interpretation, and recommendation; performs audit functions. Assists departments in payroll functions. Assists with the Maintenance program by performing data entry of information, workforce, time, and equipment into the Agile Assets program. Accurately maintains agency files and records; inputs data into databases. Prepares reports; verifies computer systems, databases, and coded data for accuracy. Responds verbally and/or in writing to requests for information. Screens and corrects documents for procedural compliance; evaluates the information for accuracy. Provides customer service to customers, clients, and staff as a resource and explains rules and procedures to co-workers, customers, and/or clients. Responsible for inventory assets. Performs administrative duties requiring considerable judgment, including fiscal, human resources, or other specific program areas. Procures needed supplies and approved budget items through the Enterprise Resource Program (ERP) accounting system. Determines and procures needed office supplies, and the correct accounting codes to submit in entering the requisition, runs a budget check, and releases the purchase order for payment when the item(s) are received. Oversees all office equipment and supplies. Ensures correct coding on invoices submitted and paid directly by WYDOT accounting. Pays and maintains receipts for items paid on the VISA procurement card. Greets screens visitors, and interviews customers/clients to evaluate and determine needs. Refers customers to appropriate supportive service agencies. Tracks information. Evaluate information for accuracy. Assures procurement process is managed appropriately and according to established procedures; does department ordering and requisitions. PREFERENCES: Preference may be given to applicants with extensive customer service experience and computer knowledge. KNOWLEDGE : Knowledge of applicable federal, state, and local laws, codes, regulations and policies, technical processes, and procedures related to the department. Knowledge of computer programs including ERP, Excel, Word, Google applications, PowerPoint, and the Internet. Knowledge in PeopleSoft and Agile Assets. Knowledge of filing procedures. Knowledge and skills in data entry and collection. Knowledge and skills in grammar, punctuation, spelling, and formatting. Skills in the operation of a personal computer, laser printer, photocopier, fax machine, and telephone. Skills in oral and written communication. Ability to type with accuracy. Ability to work with little or no supervision. Ability to coordinate and organize work activities for efficiency. Ability to communicate and work well with agency personnel, other government agencies, consultants, and the general public. MINIMUM QUALIFICATIONS: Education & Experience Substitution: 2-4 years of progressive work experience (typically in Business Office Communications) with acquired knowledge at the level of an Office Assistant II
Certificates, Licenses, Registrations:
None OR Education: Associate's Degree (typically in Business)
Experience: 0-1 year of progressive work experience (typically in Business Office Communications) with acquired knowledge at the level of an Office Assistant II
PHYSICAL WORKING CONDITIONS: Typically, the employee may sit comfortably to perform the work; however, there may be some walking, standing, bending, carrying light items up to 25 lbs., driving an automobile, etc. Daily use of office tools and equipment NOTES: FLSA: Non-Exempt WYDOT will conduct motor vehicle record checks to verify a valid driver's license. The Wyoming Department of Transportation is a Drug-Free Workplace. E-Verify: WYDOT 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. Qualifying eligibility and criteria for the hiring bonus Temporary employees accepting a full-time position.
Current employees accepting a promotional opportunity - recruitment must have been opened to the public.
One year of service to WYDOT must be completed, failure to complete this requirement will forfeit the hiring incentive, and funds will be recouped from final pay.
Internal candidates would be required to remain in the position for a minimum of one (1) year from their promotion date.
Employees would only be eligible for one (1) hiring bonus in a 12-month period.
If the employee elects to downgrade through an active recruitment and/or appointment during the twelve (12) month period, they would be required to pay the bonus back.
045-Department of Transportation - WYDOT-Chief Engineer - District Administration
Click here to view the State of Wyoming Classification and Pay Structure.
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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.
