GENERAL DESCRIPTION: Provide executive assistant support for the Director, the Deputy Director of the Division of Cultural Resources, and the Deputy Directors of the Division of State Parks, Historic Sites & Trails and Outdoor Recreation. Serve as the primary contact and coordinator for the Director and Deputy Directors for the agency. This position also serves as the Commission Secretary.
Human Resource Contact: stacy.sprengeler@wyo.gov, 307-777-7010ESSENTIAL FUNCTIONS: The listed functions are illustrative only and are not intended to describe every function which may be performed in the job level.
- Maintain pertinent information and filing systems, respond to phone calls and inquiries, arrange appointments, and maintain the Director's and Deputy Directors' calendars.
- Coordinate various meetings for the Director and Deputy Directors as well as attend those meetings. Take and disseminate minutes or meeting notes in a timely manner as necessary.
- Coordinate travel arrangements to include travel request forms, lodging, transportation, and airline reservations when necessary.
- Log, track, and deliver completed incoming documents needing the Director's and Deputy Directors' signatures.
- Provide executive assistant functions such as filing, archiving, ordering supplies, processing travel reimbursements and making purchases necessary in the administration of the offices.
- Provide assistance on various projects as assigned by the Director and Deputy Directors.
- Assist the Division managers and Cultural Trust Fund Administrator with various tasks as requested.
- Evaluate information, compose, type, and edit correspondence, memorandums, and reports.
- Confer with personnel in other levels of government as necessary regarding the exchange of vital or useful information.
- Screen and prioritize mail and Agency/Division correspondence.
- Work with staff and representatives of other divisions, sections, or work units in communicating the Director's and/or the Deputy Directors' decisions, clarifying information, and resolving common problems.
- Coordinate Commission meetings, including travel and hotels when necessary.
- Organize agendas and transcribe Commission meeting minutes. Keep the Commissioners apprised of agency events, etc.
- Process all work orders for General Services and Telecommunications. Review reports on Telecommunication costs.
- Code vouchers and Purchase Card statements to the appropriate Division budget and maintain original billing and payments made to date, to assure that the correct budget is charged for the purchase.
PREFERENCES: Preference may be given to individuals who have skills in organization, discretion and multi-tasking and who are highly motivated.
KNOWLEDGE:
- Knowledge of the protocol in dealing with complaints and other issues involving interaction with the Governor's Office and the legislature and other high ranking officials.
- Exercise prudent judgment in all matters to prevent damage to the Agency's reputation, which could potentially affect the Director, the Agency, and the Governor.
- Exercise exceptional diplomatic and interpersonal skills.
- Knowledge of administrative responsibilities and meeting planning, and office organization methods, standards and practices.
- Ability to work and make decisions independently, communicate effectively and be a self-starter.
- Skill in interpersonal relations as applied to contacts with staff, agency officials, outside agency responsibilities and visitors, as well as oral and written communication to include taking and transcribing meeting minutes.
- Knowledge of concepts, principals and practices of government accounting.
- Skill in operation of personal computer, Microsoft Office Suite, Google Suite and various types of office equipment.
MINIMUM QUALIFICATIONS:
Education:
Bachelor'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 Support Specialist II
OR
Education & Experience Substitution:
3-4 years of progressive work experience (typically in Business Office Communications) with acquired knowledge at the level of an Office Support Specialist II
Certificates, Licenses, Registrations:
None
:
- 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
- Wyoming State Parks and Cultural Resources is an Equal Employment Opportunity Employer and actively supports the ADA and reasonably accommodates qualified applicants with disabilities. We do not discriminate on the basis of race, religion, color, sex, age, national origin, disability, sexual orientation or any other class protected by state or federal laws in admission or access to our programs, services, activities, hiring, and employment practices.
024-Department of State Parks & Cultural Resources - Director's Office
Click
here to view the State of Wyoming Classification and Pay Structure.
URL:
http://agency.governmentjobs.com/wyoming/default.cfmThe 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.