<p>Description and Functions</p> <p>Open Until Filled</p> <p>GENERAL DESCRIPTION:</p> <p>The Wyoming Department of Transportation is seeking a candidate who provides administrative support for WYDOT's Traffic Program. This position is essential for the efficient operation of the Traffic Program, requiring a broad skill set encompassing administrative, financial, database management, and communication duties. The successful candidate will be an expert in departmental procedures and provide critical support to the State Traffic Engineer and program personnel.</p> <p>This Position Offers: $2,000 Hiring Bonus (eligibility details in Notes Section)</p> <p>Working for the State of Wyoming offers more than a paycheck. Our total compensation package includes:</p> <ul> <li>Comprehensive health, dental, and vision insurance </li><li>Paid vacation, sick leave, FMLA, and holidays </li><li>Retirement - Pension and 457B plans that help you build a secure future </li><li>Flexible schedules and work-life balance options </li><li>Meaningful work that makes a difference for Wyoming communities </li><li>and MUCH MORE!Click here for detailed information, oryou can watch this short video to learn about our benefit package! </li></ul> <p>Want to see the full value of your compensation beyond salary? ?? Explore our Total Compensation Calculator: https://compensationcalculator.wyo.gov</p> <p>Human Resource Contact: 307-777-4455 of amy.vigil1@wyo.gov</p> <p>ESSENTIAL FUNCTIONS: The listed functions are illustrative only and are not intended to describe every function that may be performed at the job level.</p> <p>Administrative and Office Support</p> <ul> <li>Provide reception and customer service, including answering phones, taking messages, and distributing mail. </li><li>Maintain and order office supplies and manage vendor relations for office equipment (printers/copiers). </li><li>Digitalize and organize a departmental filing system. </li><li>Coordinate special meetings, training, conferences, and travel arrangements for all Traffic Program Personnel </li><li>Maintain and update internal phone lists, personnel information, and contacts for the emergency action plan. </li><li>Manage a digital file to track memos sent to programs and districts. </li></ul> <p>Financial and Inventory Management</p> <ul> <li>Coordinate the annual inventory for the Traffic Program </li><li>Manage the monthly P-card statement reconciliation, including coding invoices and submitting them for financial processing. </li><li>Serve as a subject matter expert for budget viewing and e-procurement systems. </li><li>Order necessary supplies, furniture, and equipment following ERP purchasing procedures. </li><li>Track office budget expenses. </li></ul> <p>Data and Program Management</p> <ul> <li>Manage and maintain the Speed Limit Database, ensuring accuracy and proper documentation of new and existing M-10s. </li><li>Review the Sign Database in Agile Assets against online viewing tools (Google Maps, Cyclomedia) to verify sign location and descriptions, and report discrepancies. </li><li>Track vehicle mileage for servicing and updates. </li><li>Serve as the lead contact for computer inventory and yearly A-50s. </li><li>Record and track Safety Meeting minutes and attendance in Velocity. </li><li>Track the cost of Temporary Traffic Control on projects as a percentage of the project based on monthly bid lettings. </li><li>Track billing and invoices for the SSS/LOGOs Program. </li></ul> <p>Reporting and Communication</p> <ul> <li>Gather and organize information to prepare the Annual Report. </li><li>Organize and type the Monthly Operations Report. </li><li>Assist in drafting and distributing letters and memos for program personnel. </li><li>Create and send out memos detailing changes or updates to program manuals or procedures as directed by the State Traffic Engineer. </li><li>Maintain and update various webpages for the Traffic Program, ensuring manual links are current and accessible. </li></ul> <p>Qualifications</p> <p>KNOWLEDGE:</p> <ul> <li> <p>Excellent customer service skills</p> </li><li> <p>Excellent oral and written communication skills</p> </li><li> <p>Experience with database management/learning management systems</p> </li><li> <p>Knowledge of basic financial accounting and bookkeeping</p> </li><li> <p>Office management skills, which require organizational, time management, and project management duties</p> </li></ul> <p>MINIMUM QUALIFICATIONS:</p> <p>Education:</p> <p>Associate's Degree (typically in Business)</p> <p>Experience:</p> <p>0-2 years of progressive work experience (typically in Business Office Communications) with acquired knowledge at the level of an Office Support Specialist I</p> <p>OR</p> <p>Education & Experience Substitution:</p> <p>2-4 years of progressive work experience (typically in Business Office Communications) with acquired knowledge at the level of an Office Support Specialist I</p> <p>Certificates, Licenses, Registrations:</p> <p>None</p> <p>Necessary Special Requirements</p> <p>PHYSICAL WORKING CONDITIONS:</p> <ul> <li>Typically, the employee may sit comfortably to perform the work; however, there may be some walking, standing, bending, carrying / moving light items, such as chairs via a chair mover or tables using the leg wheels, driving an automobile, etc. </li><li>Special physical demands are not required to perform the work. </li></ul> <p>NOTES:</p> <ul> <li> <p>FLSA: Non-Exempt</p> </li><li> <p>Qualifying eligibility and criteria for the hiring bonus</p> </li><li> <p>Temporary employees accepting a full-time permanent position.</p> </li><li> <p>Current employees accepting a promotional opportunity - recruitment must have been opened to the public.</p> </li><li> <p>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.</p> </li><li> <p>Internal candidates would be required to remain in the position for a minimum of one (1) year from their promotion date.</p> </li><li> <p>Employees would only be eligible for one (1) hiring bonus in a 12-month period.</p> </li><li> <p>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.</p> </li><li> <p>The Wyoming Department of Transportation is a Drug-Free Workplace.</p> </li><li> <p>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.</p> </li><li> <p>The candidate must also submit a personal statement stating why the candidate is interested in the position. The personal statement must be submitted in a Google Doc.</p> </li><li> <p>The candidate must also submit a Google Doc outlining how they would handle the following office situation:</p> </li><li> <p>You arrive at work at 8 a.m. to discover several problems that have already arisen for the day. There is a message on your phone that Malcolm, an employee who travels frequently, has an issue with his hotel for that evening and needs to make a new reservation in a different town. As you hang up the phone, Sara approaches your desk to let you know that the supply cabinet is out of black pens. The phone rings again - it is Financial Services and they'd like to know where your financial form tied to the office credit card is because it was due yesterday. Finally, there is a meeting happening at 9 a.m. involving the State Traffic Engineer and two other program managers. The meeting will also involve a District Traffic Engineer and a private citizen; the topic of the meeting is tense, and a conference room needs to be set up for both an online meeting and document sharing on the large screen.</p> </li><li> <p>List these four items in the order you will address them and briefly explain why.</p> </li><li> <p>Explain how you would handle 9 a.m. meeting, including details about setting up the room.</p> </li><li> <p>Describe the voice mail you would leave for Malcolm if you could not get him on the phone</p> </li><li> <p>Both Google Doc submissions should be sent to christina.spindler@wyo.gov, Jeffery.mellor@wyo.gov, and Katherine.bradfield@wyo.gov. Omission of these two documents constitutes an incomplete application, and candidates will not be considered for an interview.</p> </li></ul> <p>Supplemental Information</p> <p>Click here to view the State of Wyoming Classification and Pay Structure.</p> <p>Click here to view the State of Wyoming total Compensation Calculator.</p> <p>URL: http://agency.governmentjobs.com/wyoming/default.cfm</p> <p>The State of Wyoming is an Equal Opportunity Employer and actively supports the ADA and reasonably accommodates qualified applicants with disabilities.</p> <p>Class Specifications are subject to change; please refer to the A & I HRD Website to ensure that you have the most recent version.</p>