Job Information
State of Wyoming Office Assistant I 2024-01261 in United States
Office Assistant I 2024-01261
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Office Assistant I 2024-01261
Salary
$15.66 - $17.40 Hourly
Location
Cheyenne, WY
Job Type
Permanent Full-time
Job Number
2024-01261
Department
Administration & Information
Division
General Services Division
Opening Date
07/05/2024
Closing Date
Continuous
FLSA
Non-Exempt
Job Classification
BAAS03
Description
Benefits
Questions
Description and Functions
Open Until Filled
GENERAL DESCRIPTION:
Under general supervision, responsible for encumbrance document processing, assisting with bid document preparation, tabulation, and scoring calculations, assisting with simple contract preparation, maintaining website information, archiving, and general administrative duties.
Human Resource Contact: Lanae McDonald / 307-777-6798 /lanae.mcdonald@wyo.gov
ESSENTIAL FUNCTIONS: The listed functions are illustrative only and are not intended to describe every function which may be performed in the job level.
Duties include processing encumbrance documents, and management of files by the agency.
Assist with the preparation of bid and Request For Proposal (RFP) documents utilizing information provided by a senior staff member, obtain approval from a senior staff member and requesting agency personnel, address any changes, and update the document. Upon final approval, assign a specific number and create an online folder to house corresponding information, coordinate preparation for document upload to online bidding site.
Create individual bid and Request for Proposal (RFP) postings to online bidding sites utilizing classification codes and email addresses provided by a senior staff member, upload pertinent documents to inform and assist potential bidders with bid submissions, maintain posted documents, which may include bid documents, attachments, drawings, and addenda, monitor posting with oversight, create and upload individual bid tabulation and Intent to Award.
Revise and upload documents to the website, post and upload approved Bid Exception Approval documents to the website, maintain website information, and maintain a uniform format of website layout.
Responsible for greeting customers, forwarding calls, taking messages, referring clients to appropriate parties, responding to requests or questions regarding routine program operations, disseminating information, and providing assistance to staff and the general public.
Responsible for reviewing expired contracts and purchase orders for archive preparation, logging detailed information into the RIMS system, creating labels and box documents, coordinating record moves with archives, and responsible for record retrieval from the archive when requested.
Monitor incoming emails and disseminate them to appropriate office personnel.
Assist with the preparation of collaborative contracts.
Qualifications
PREFERENCES:
Preference will be given to applicants who have office experience.
KNOWLEDGE:
Knowledge of office procedures, filing, alphabetizing, English language, and arithmetic.
Knowledge of modern office practices, procedures, and equipment.
Knowledge of word processing, spreadsheet, and email programs.
Knowledge of assembling, sorting, and distributing documents.
Knowledge of reviewing and editing documents for accuracy and completeness.
Knowledge of methods used to tactfully deal with the public.
Knowledge of telephone etiquette and coordinating telephone and visitor traffic.
Knowledge of preparation of records, reports, and correspondence.
Knowledge of agency policies and procedures.
MINIMUM QUALIFICATIONS:
Education:
High School Diploma
Experience:
0-2 years of progressive work experience (typically in Business Office Communications)
OR
Education & Experience Substitution:
1-3 years of progressive work experience (typically in Business Office Communications)
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, driving an automobile, etc.
Special physical demands are not required to perform the work.
NOTES:
FLSA: Non-Exempt
This position is required to work 8:00 a.m. to 5:00 p.m.
This position is required to work in the office – teleworking is not an option.
Supplemental Information
Clickhere (https://ai.wyo.gov/divisions/human-resources/consultative-services/compensation/pay-tables-salary-averages) to view the State of Wyoming Classification and Pay Structure.
URL:http://agency.governmentjobs.com/wyoming/default.cfm
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!
Click here (https://ai.wyo.gov/for-job-seekers) to learn more!
