Office Support Specialist II 2026-02588

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

Benefits offered by this job

Health insurance

Paid time off

Retirement plans

Flexible schedules

Meaningful work

Job summary

Wyoming Law Enforcement Academy, under the Attorney General's Office, seeks an Office Support Specialist II to perform a wide range of general and agency-specific administrative tasks for the Training Section. The role requires detail-oriented, self-directed candidates who can apply critical thinking in a fast-paced environment.

Working for the State of Wyoming offers a comprehensive benefits package and opportunities for flexible schedules and meaningful work serving Wyoming communities.

Qualifications

• Associate's Degree (typically in Business) required.
• 0-2 years of progressive office communications experience preferred.
• 2-4 years of progressive work experience in business communications can substitute education.

Responsibilities

• Manage day-to-day student applications for training and send confirmations.
• Coordinate communication with guest instructors via phone, email, and mail; update schedules and contracts.
• Maintain and update databases and training materials; prepare training resources for courses.

Skills

Attention to detail

Administrative support

Customer service

Data entry

Education

Associate's Degree (typically in Business)

Job description

Open Until Filled

GENERAL DESCRIPTION

The Wyoming Law Enforcement Academy, under the Attorney General's Office, seeks qualified applicants for an Office Support Specialist II. This position performs a wide range of general and agency-specific office and administrative tasks for the Training Section of the Academy in accordance with established guidelines and procedures. The position requires a person who is detail-oriented, self-directed, and easily applies critical thinking processes.

Working for the State of Wyoming offers more than a paycheck. Our total compensation package includes:

• 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!

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ESSENTIAL FUNCTIONS

• Manages the day-to-day and complex processes of receiving and processing all student applications to attend training. Sends confirmation notifications for accepted students. Oversees the data input to major database fields. Disseminates equipment and supply lists to students and agencies.


• Communicates regularly with all guest instructors for each of the training courses through telephone, e-mail, and written correspondence. Makes schedule recommendations based on the needs of staff and guest instructors; produces, updates, and distributes all training schedules. Assists in the formal development of contracts/agreement letters for guest instructors. Responsible for sending out confirmation letters to all guest instructors for the scheduled training courses.


• Agency contact for providing graduation student information. Gathers/calculates the scores for graduation honors/awards. Maintains databases, inventory, and supplies associated with training courses. Responsible for the production, maintenance, and distribution of all printed and digital training resource materials for training courses.


• Completes training course reports and student evaluations. Responsible for checking spelling/grammar on all instructor comments for the student evaluations. Manages the archiving and retrieval of all training documentation. Responsible for collecting, filing and archiving all course training records and materials for training courses. Applies for instructor certifications and completes the necessary accreditation reports for P.O.S.T. for all training courses.


• Gathers the examination statistics report of all examinations given to students. Tracks consistent problem questions for each training course in an Excel spreadsheet and forwards it to the Training Manager for review. Provide training and support for other staff who act as a \"back-up\" in this area of responsibility.


• Assists in handling phone and walk-in traffic into the Academy Office as needed. Covers various shortages within the office section due to leave requests, emergencies, etc. Responsible for maintaining the mailing list database for the Academy by updating guest instructors' contact information.


• Provides training and monitors the work of the Office Assistant position to ensure the office section is operating properly and tasks are completed.


• Manages the Academy Clothing Canteen. Tracks and orders inventory. Open the store for students and guests of the Academy. Maintain cash flow and submit deposits to the Attorney General's Finance Officer.


• Provide applications and information to students enrolling in the Pre-Service program. Produces and provides the Basic Training Supervisor with selection packets for candidates. Organizes and maintains all records related to the Pre-Service program.


• Produces statistical information, scores, awards, graduation programs, and various other documents using Microsoft Access, Microsoft Excel, and Microsoft Word.


• Resolves problems and makes recommendations for improvements.


• Responds verbally and/or in writing to requests for information.


• Provides customer service to customers, clients, and staff and acts as a resource and explaining rules and procedures to co-workers, customers, and/or clients.


• Performs administrative duties requiring considerable judgment, which may involve fiscal, human resources, or other specific program areas.


• Refers customers to appropriate supportive service agencies.


• Evaluates information for accuracy.


• Ensures the procurement process is managed appropriately and according to established procedures.

PREFERENCES

Preference may be given to applicants with experience in Business Office Communications.

KNOWLEDGE

• Knowledge and ability to use Windows-based computer functions related to the importation, exportation, organization, and maintenance of information.


• Knowledge and ability to use Microsoft Access and Word.


• Knowledge and ability to use Google Gmail, Google Calendar, and Docs.


• Knowledge and ability to utilize Blackboard LMS software and Acadis Training database.


• Knowledge and ability to efficiently organize and maintain a variety of written documentation.


• Knowledge of techniques for providing a high level of customer service.


• Ability to communicate clearly and effectively.


• Ability to proofread and make grammatical and spelling corrections to documents and records.


• Ability to utilize Microsoft Excel proficiently to include the use of formulas and data tools.


• Ability to work consistently at a rapid pace with a high level of accuracy under deadlines and heavy workloads.


• Ability to work independently to prioritize tasks, anticipate needs, and problems.

MINIMUM QUALIFICATIONS

Education

Associate's Degree (typically in Business)

Experience

0-2 years of progressive work experience (typically in Business Office Communications) with acquired knowledge at the level of an Office Support Specialist I

OR

Education & ExperienceSubstitution

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

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


• The successful applicant is required to pass a background investigation

015-Attorney General - Wyoming Law Enforcement Academy

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.