Administrative Support & Records Specialist I

State of Wyoming; Sheridan (WY); On-site; USD 36,000 - 48,000; Full time

Job summary

State of Wyoming is seeking an Administrative Assistant in Sheridan to serve as front-line contact to the public and internal teams, handling information flow, documentation, and archival tasks for residents' clinical files.

Responsibilities include preparing reports, maintaining databases, providing customer service, and supporting training records while exercising independent judgment on projects to achieve defined outcomes.

Qualifications

• Preference will be given to administrative support experience.
• Education in Business or related field is typical for this role.
• Experience in business office communications is valued.
• No certificates or licenses are required for this position.

Responsibilities

• Manages day-to-day operations of assigned programs, projects, or functions between various sources and the office maintenance and inventory; may provide oversight of a regional office.
• 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, acts as a resource, and explains rules and procedures to co-workers, customers, and/or clients.

Skills

Administrative support experience

Customer service

Education

Associate's Degree (typically in Business)

2-4 years of progressive work experience (typically in Business Office Communications) with acquired knowledge at the level of an Office Assistant II

Job description

Open Until Filled

GENERAL DESCRIPTION:

Perform duties in the administration office as a front-line contact to the public and internally to the institution. Maintain efficiency and professionalism in the performance of administrative assistant duties. Primary tasks include the flow of information, administrative documentation, maintenance and quality assurance tracking of services for residents' clinical files, assistance to administrative projects and production of quarterly reports, monthly stats, archiving, and managing training files for employees.

Must independently work on projects and programs using independent judgment to accomplish desired results and published outcomes.

The State of Wyoming's total compensation package is excellent and includes:

• Culture of public service and a commitment to work/life balance.

• Paid holidays, vacation and sick leave.
• Retirement investment options with employer contributions.
• Comprehensive Benefits package including Health, Dental, Life, Vision, Short Term Disability and more with an employer contribution toward premiums.
• Longevity Pay.

Human Resource Contact: [e-mail]


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

• Manages the day-to-day operations of assigned programs, projects, or functions between various sources and the office maintenance and inventory; may provide oversight of a regional office.
• 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, acts as a resource, and explains rules and procedures to co-workers, customers, and/or clients.
• Performs administrative duties requiring considerable judgment.
• Resolves some light computer issues/concerns.
• Greets, screens visitors, and interviews customers/clients to evaluate and determine needs.
• Tracks information.
• Evaluates information for accuracy.
• Management and oversight of all office equipment and supplies.
• Responsible for processing, maintenance, and quality control of records and documents.
• Compiles vital information.

PREFERENCES:


Preference will be given to those with administrative support experience.


KNOWLEDGE:

• Knowledge of applicable federal, state, and local laws, codes, regulations and policies, technical processes, and procedures related to the department.
• Knowledge of techniques for providing a high level of customer service.
• Knowledge of applicable computer applications.
• Knowledge of records processing and maintenance procedures and systems.
• Knowledge in the preparation of complicated documents.
• Knowledge of project management.

• Knowledgeof agency policies,procedures,practices,andofficeskills.

MINIMUM QUALIFICATIONS:

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

OR

Education & ExperienceSubstitution:

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

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
• 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.

Clickhereto view the State of Wyoming Total Compensation Calculator.

Clickhere 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.