<p>Description and Functions</p> <p>Open Until Filled</p> <p>GENERAL DESCRIPTION:</p> <p>Provides a wide range of administrative support functions to the Wyoming Office of Homeland Security. Supports the Executive Assistant in administrative support for the Director and Deputy Director. Evaluates, composes, edits, and prepares correspondence. Coordinates with other state agencies, different levels of government, first responders, and the general public to gather and disseminate information. Serves as agency receptionist, taking incoming calls, screening information, answering questions, and referring calls to the appropriate persons. Maintains and performs procedural changes to Wyoming Emergency Management and Search and Rescue Council Rules. Meets the requirements to be part of the state of Wyoming EMAC A-Team.</p> <p>Human Resource Contact: Nicki Reitmeyer 307-777-6219 nicki.reitmeyer@wyo.gov</p> <p>ESSENTIAL FUNCTIONS: The listed functions are illustrative only and are not intended to describe every function which may be performed in the job level.</p> <ul> <li>Answers, screens, and directs calls and walk-in traffic, which requires knowledge of WOHS operating policies and procedures. </li><li>Uses judgment to determine priority of calls. 1) responds to caller when suitable to do so, 2) forwards calls to appropriate personnel, or 3) records messages. </li><li>Maintains confidentiality of all correspondence and other information obtained during work hours. </li><li>Provide administrative support to WOHS staff as needed by performing mail merge operations for letters and documents as needed. </li><li>Sorts and screens daily incoming mail and posts employee mail to individual mailboxes. </li><li>Performs large and small mailings. </li><li>Prepares envelopes, prints labels, performs mail merges for EMPG documents, inserts materials, attaches and codes routing slip with a budget number for Central Mail pickup. </li><li>Tracks all incoming and outgoing documents for the director and deputy director. </li><li>Composes and maintains all RERT letters for activations and enters activations in the database. </li><li>Attends WOHS staff meetings and monthly County/Tribal Coordinator's Meetings and records meeting minutes. </li><li>Transcribes minutes for all meetings and disseminates the minutes to all WOHS staff and/or County/Tribal Coordinators, as necessary. </li><li>Designs, produces, and edits correspondence, reports, and spreadsheets. </li><li>Assists and supports the Section Chiefs with administrative support functions to WOHS staff as needed by performing mail merge operations on letters and memorandums, making travel arrangements, and proofreading documents for grammatical and spelling errors. </li><li>Assist with archiving as needed. </li><li>Assists and supports the State Training Officer with administrative support functions in regards to training. </li><li>Maintains student training records for classes coordinated through WOHS, including WOHS staff. </li><li>Verifies prerequisites were completed prior to classes with prerequisite requirements, issues, and disperses certificates of completion. </li><li>Assists and supports the Emergency Management Performance Grant manager with administrative support functions in regards to the grant. </li><li>Assists with tracking subrecipient grant requirements for the grant. </li><li>Supports Executive Assistant with creating and maintaining contact information for sheriffs, county commissioners, county coordinators, etc., in the Duty Officer Handbook on the Google shared drive. </li><li>Assists with updating changes, additions, and deletions of contact information. </li><li>Maintains current inventory of office supplies. </li><li>Submits requests through the Memo process and uses Purchasing Card when appropriate to order supplies and equipment. </li><li>Records items purchased with a state Purchasing Card to Individual Procurement Log and reconciles monthly statement against log. </li><li>Completes annual and ongoing quarterly education, training, and exercises required by Federal grant funding of employee salaries. </li><li>Obtaining certifications of online FEMA emergency management courses. </li><li>Attends webinars and training to meet the requirements to be a state of Wyoming EMAC A-Team member. </li><li>Maintaining current records, rules, and procedures for the Wyoming Search and Rescue Council and Fund. </li><li>Performs procedural tasks in regards to additions to, changes to, or repealing of the rules. </li></ul> <p>Qualifications</p> <p>KNOWLEDGE:</p> <ul> <li>Knowledge in applicable computer applications. </li><li>Knowledge of records processing and maintenance procedures and systems. </li><li>Knowledge in the preparation of complicated documents. </li><li>Knowledge and understanding of the agency, and each respective division/program. </li><li>Knowledge of investigating alleged non-compliance. </li><li>Knowledge of project management. </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 light items, driving an automobile, etc. </li><li>Special physical demands are not required to perform the work. </li></ul> <p>NOTES:</p> <ul> <li>FLSA: Non-Exempt </li></ul> <p>Supplemental Information</p> <p>001 - Homeland Security</p> <p>Click here to view the State of Wyoming Classification and Pay Structure.</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>