Baas05-2023-02443-Office Support Specialist-Casper

Salary: $18.56 - $20.62 Hourly
Location : Casper, WY
Job Type: Full Time
Job Number: 2023-02443
Department: 045-WYDOT-Chief Engineer - District Administration
Opening Date: 12/20/2023
Description and Functions
Open Until Filled
GENERAL DESCRIPTION:
The Wyoming Department of Transportation (WYDOT) is currently seeking an Office Support Specialist for the District Office in Casper, 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 assists other departments throughout the district by providing support and assistance to aid them in achieving their daily, weekly, and yearly objectives.
This position offers a:
**$2,000 Hiring Bonus** See notes for eligibility
Casper - the place for entertainment and things to do, both indoors and out. Whether you seek the peacefulness of walking pathways and parks, the North Platte River, the fun adventures of skiing, snowboarding nearby lakes, or enjoying the outdoor ice arena in the winter, splash pads in the summer, or the family events at David Street Station Casper offers something for everyone. Wyoming is one of seven states with no income tax.
This position offers:

• 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: Keri Long / 307-473-3243 / Keri.Long@wyo.gov
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, 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; perform 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; evaluate 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, the correct accounting codes to submit in entering the requisition, run 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, interviews customers/clients to evaluate and determine needs.
• Refers customers to appropriate supportive service agencies.
• Tracks information.
• Evaluates information for accuracy.
• Assures procurement process is managed appropriately and according to established procedures; does departments ordering and requisitions.

Qualifications
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:
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 & 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
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 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, 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.

Supplemental Information
045-Department of Transportation - WYDOT-Chief Engineer - District Administration
Click to view the State of Wyoming Classification and Pay Structure.
URL:
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!
to learn more!
01
(AA) Which of the following best describes your highest completed level of education to date or within the next three (3 months)? (Transcripts may be required.)

• High School Diploma/GED/or Equivalent
• Some college Coursework, No Degree Received
• Associate's Degree
• Associate's Degree and additional coursework
• Bachelor's Degree
• Bachelor's Degree and additional coursework
• Master's Degree
• Master's Degree and additional coursework
• Doctorate Degree
• Doctorate Degree and additional coursework
• None of the Above

02
(AA) Which of the following Quarter/Semester credit hours best describes your completed college education to date or within the next three (3 months)? (Transcripts may be required.)

• 45+ Quarter hours/30+ Semester hours
• 90+ Quarter hours/60+ Semester hours
• 136+ Quarter hours/91+ Semester hours
• 180+ Quarter hours/120+ Semester hours
• 225+ Quarter hours/150+Semester hours
• N/A

03
(BAAS05) Which of the following best describes your work experience in Business or Office Communications? Experience definition: (This experience includes, but may not be limited to, the following: business office communications, more specifically clerical, administrative, receptionist, or other similar office experience.)

• No relevant experience, but willing to learn.
• Less than two (2) years of relevant experience.
• Two (2) to less than four (4) years of relevant experience.
• Four (4) or more years of relevant experience.

04
(AA) Describe your relevant experience in the box below.
05
Describe your computer experience. What programs are you proficient in, such as Google Applications, Microsoft Office Suite, and Time Reporting Software? Please be specific.
06
Describe your Customer Service experience.
07
(A1) Where did you hear about this opportunity?

• Government Jobs @www.governmentjobs.com/careers/wyoming
• Indeed
• LinkedIn
• Zip Recruiter
• Wyoming Workforce Center
• Other job sites (Wyoming at Work, Monster, etc.)
• Social Media (Facebook, Twitter, etc.)
• Newspaper/Newsletter Advertisement
• Career Fair
• Human Resources Division
• Friend or Acquaintance (Not State Employee)
• Current State Employee
• Other

08
(A1) If you selected "Current State Employee" please provide the employee's first and last name, and include the department they work for, if known. This employee may be eligible for a Referral bonus.
09
(A1) If you selected Other, please tell us where you heard about this opportunity.
10
(AA) VETERANS' PREFERENCE DISCLOSURE: PER WYOMING STATUTE, current employees of the State of Wyoming are not eligible for veterans' preference. If you are not a current employee of the State of Wyoming, to be eligible to receive veterans' preference you MUST have been a resident of the State of Wyoming for a period of one (1) year or more at any time prior to submitting this application. I have read and understand the veterans' preference disclosure.

• Yes
• No
• I am not a veteran

11
(AA) VETERANS' PREFERENCE: If you are a war veteran as defined in section 101, Title 38, United States Code or are the surviving spouse of a war veteran who receives survivor benefits from the federal government based on the veteran's military service, and wish to claim veterans' preference, please attach the appropriate documentation substantiating your claim. Indicate below your appropriate veterans' preference status. By requesting veterans' preference, you are certifying that you meet the statutory requirements as described in the above disclosure.

• Current State Employee
• Veteran - DD214 Attached
• Disabled Veteran (10% or more) - DD214 and Veteran's Disability Determination Attached
• Surviving Spouse of a Deceased Veteran - DD214 and pr...