Full job description Description and Functions GENERAL DESCRIPTION:
This position serves as the executive assistant to the State Superintendent of Public Instruction, the Wyoming Department of Education (WDE) Chief of Staff and the WDE Chief Communications Officer.
Human Resource Contact: Serenity Moffett/ /
ESSENTIAL FUNCTIONS : The listed functions are illustrative only and are not intended to describe every function which may be performed at the job level.
Provide daily administrative assistance and support to the Superintendent, Chief of Staff, and Communications Division. Receive, screen, and prioritize electronic correspondence and regular mail with expertise and judgment to deliver highly important communications and agency-critical information to the Superintendent and Chief of Staff. Respond to stakeholder inquiries and requests requiring broad organizational knowledge and interpretation of agency policies, rules and regulations, best practices, the WDE Strategic Plan, and WDE Mission, Vision, and Values. Write, proofread, and edit documents for clarity of communication and correct grammar/spelling. Review and make certain that the final correspondence is signature-ready. Notify the Superintendent and Chief of Staff of upcoming agency events and initiatives of relevant importance. Coordinate and complete travel requests, reservations, and travel reimbursements for the Superintendent, Chief of Staff, and Communications Division. Provide follow-up assistance and status tracking on assignments issued by the Superintendent and Chief of Staff. Assist the Superintendent Chief of Staff with special projects and assignments through proper planning, implementation, directing, evaluating, and project oversight. Establish and maintain electronic and paper files for the Superintendent and Chief of Staff. Notify agency staff of changes or revisions in the Superintendent and Chief of Staff's schedule and availability. Create and maintain spreadsheets, databases, and other tracking instruments to support the Superintendent and Chief of Staff on agency committees and at various meetings and provide notes or a written summary of the meeting for the Superintendent and Chief of Staff upon request. Schedule meetings and appointments for the Superintendent and Chief of Staff and complete all activities necessary to reserve and prepare meeting space. Secure the availability of visual and audio equipment for meetings and prepare meeting agendas and materials. Maintain a professional working relationship with other agency leaders and agency staff. As assistant to the Superintendent and Chief of Staff, also provide administrative functions for the Communications Division which reports directly to the Chief of Staff. In accordance with Federal regulations, Wyoming statute, and State contract/procurement policies, provide assistance with the drafting, editing, and processing of WDE contracts, memorandums of agreements, and requisitions as necessary. Assist other agency administrative assistants with the management and payment of invoices, preparation of payment vouchers, and accurate and timely completion of the Purchasing and Phantom card activity logs. Provide excellent communication to customers, peers, vendors, state and federal government agencies, Wyoming school districts, colleges, and the general public. Provide prompt and courteous telephone etiquette and clear and concise written and verbal communication to customers addressing policies and procedures, assignments, and direction to the appropriate source of information. Qualifications KNOWLEDGE: Extensive skills and experience in secretarial science, modern office methods and practices, and office management Superior oral and written communication skills Knowledge of proofreading methods Knowledge of proper English and grammar usage Research and analytical skills Organizational, multi-tasking and time management skills Expert computer skills Knowledge of computer software programs Ability to effectively use general office equipment Ability to handle multiple tasks simultaneously, and work under time deadlines Ability and motivation to work with little or no supervision, and be self-directed Ability to interact well with people and handle diverse public Ability to listen effectively to others General understanding of state and agency policies, procedures and processes for federal programs Ability to work cooperatively and effectively with others MINIMUM QUALIFICATIONS: Education: Bachelor's Degree (typically in Business)
Experience :
0-1 years of progressive work experience (typically in Business Office communications)
OR Education & Experience Substitution: 3-4 years of progressive work experience (typically in Business Office communications)
Certificates, Licenses, Registrations: None
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. Special physical demands are not required to perform the work. NOTES: FLSA: Non-Exempt Applicants may be asked to provide transcripts or any relevant coursework at the time of interview or hire. Successful applicant must pass a background and/or reference check. Travel is estimated at 1%. Supplemental Information
206-Department of Education - 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.
Working for the State of Wyoming provides employees with a range of valuable benefits and offers a fulfilling career path. Employees enjoy comprehensive healthcare coverage, including medical, dental, and vision plans, ensuring their well-being and that of their families. Additionally, the state offers multiple retirement plans, which provide financial security and stability for employees once their career in public services comes to an end. the state recognizes the importance of personal time and offers generous paid time off and flexible arrangements, allowing employees to recharge, take care of personal matters, and maintain a healthy work-life integration.
There are many benefits to living and working in Wyoming. Beautiful country with wide-open spaces, clean air, great recreational activities, and no State income tax to mention a few!
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