Administrative Specialist - Wastewater Operations

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Administrative Specialist - Wastewater Operations

Salary

$46,196.80 - $62,379.20 Annually

Location

Casper, WY

Job Type

Full-Time

Job Number

1314-06

Department

Public Services Department

Division

Water Distribution (552)

Opening Date

12/15/2025

Closing Date

1/11/2026 11:59 PM Mountain

Description

Benefits

Questions

Class Summary

Assigned to: Wastewater Operations

We are seeking a dedicated and detail-oriented Administrative Specialist to join our team. In this role, you will serve as a key administrative support person for the Wastewater Operations Officer and Wastewater Treatment Plant Manager. You will assist in researching and preparing documents for grants, drafting contracts, memos, resolutions and compile data. Additionally, you will manage document tracking, prepare materials for archives, and maintain office supplies and equipment.

The ideal candidate will have strong customer service skills, be proficient in Microsoft Word and Excel, and work collaboratively with multiple departments to ensure smooth operations. If you're eager to contribute to the efficient functioning of both city and regional entities while providing excellent service, we invite you to apply!

Incumbents are responsible for performing highly skilled administrative support to multiple divisions and/or work groups.

REPORTING STRUCTURE:

Receives general supervision from a Division Manager or Department Director.

Typical Class Essential Duties

Performs a variety of highly skilled administrative support duties, with independence, including compiling material and/or special case work; financial reconciliations; maintaining and updating a department website and social media sites; and serving on internal committees and/or task forces.

Provides customer service and performs administrative tasks, which may include all the duties described in the Administrative Assistant job description, in addition to higher skilled work.

May assist the Financial Services Department with tracking and/or reconciling grants within assigned department; serves as the point of contact for grant compliance and/or internal audits.

Inputs a variety of complex and statistical data; creates spreadsheets to organize, display, and summarize data; facilitates analysis and identifies interrelationships; and prepares special reports for City departments and/or agencies.

Coordinates and prepares for events, attends meetings, and may serve on committees and/or taskforces as assigned.

Assists with basic analytic work and budget preparation within function or department to support management.

Processes accounts payables and/or receivables, including calculating and determining settlements or adjustments; accepts payments; maintains petty cash supply; and researches, tracks and coordinates all accounts payables and/or receivables for an assigned area.

Creates and manages correspondence with significant impact while keeping management apprised of issues and accomplishments; follows-up, tracks work flow, and resolves problems relating to procedures and deadlines.

Ensures the organization and maintenance of record keeping systems;  may suggest recommendations to management regarding improved efficiency for such systems.

Relied upon for operational knowledge of administrative processes and may serve as Subject Matter Expert (SME) due to high profiency with specific technology and/or equipment solutions.  May create semi-technical documentation for resource purposes.

Represents the City of Casper by responding to the public, citizens, its employees, and others in a prompt, professional, and courteous manner while continuously maintaining a positive customer service demeanor.

Performs other duties of a similar nature or level.

Knowledge (position requirements at entry):

Knowledge of:

Customer service principles.

Basic municipal budgeting principles

Fiscal record keeping.

Accounts payable/receivable.

Research methods and techniques.

Inventory management principles.

Record retention and file management principles.

English language, grammar, and punctuation.

Mathematical principles.

Methods of utility or grants accounting.

Municipal operating and budget procedures.

Time management.

Federal, state, and local laws, policies, and guidelines governing public funds administration.

Modern office procedures, methods and use of technological equipment including database management and computer software programs such as Microsoft Office.

Abilities (position requirements at entry):

Ability to:

Understand, navigate, and comply with all grant requirements.

Research fiscal and statistical information and prepare related reports and spreadsheets.

Organize records in an easily retrievable fashion.

Routinely demonstrate the City of Casper core values.

Learn and follow basic grant writing, compliance, principles, and techniques.

Operate a variety of modern office equipment.

Maintain confidentiality.

Problem solve.

Accurately proofread numerical and text data.

Work on a variety of tasks simultaneously.

Perform research and review of data.

Prepare reports and written correspondence.

Make travel arrangements.

Monitor a variety of financial records, ledgers, and accounts in accordance with City policies and procedures.

Process accounts payable/receivable

Maintain a neat and professional appearance.

Work independently and as part of a team.

Communicate effectively verbally and in writing.

Follow written and verbal instructions.

Establish and maintain effective working relationships with those contacted in the course of work.

Follow all City safety rules and procedures and immediately report all accidents/incidents or unsafe conditions to a supervisor.

Communicate with the public regarding fees, policies, rules and general information about a division, facility, or event

Skills (position requirements at entry):

Skill in:

Maintaining accurate records and files.

Accounts payable/receivable.

Maintaining confidentiality.

Researching and evaluating data and information.

Time management.

Conflict management and problem solving.

Coordinating meetings and/or events.

Serving on committees and task forces.

Providing customer service.

Proofreading and editing documents.

Creating clear and concise reports.

Typing correspondence, memos, data entry, and/or other related information.

Operating in a courteous, knowledgeable and tactful manner with customers, staff and the general public.

Oral and written communication, sufficient to exchange or convey effective information and to receive work direction.

Using a computer and related software applications.

Training, Experience & Certifications

EDUCATION AND EXPERIENCE

High school diploma or equivalent (G.E.D.) required.

Minimum of five years of increasingly responsible experience performing administrative support, or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed below.

Local government experience preferred.

Associate's degree in business administration, finance, general studies, or a related field preferred.

LICENSING AND CERTIFICATIONS

Possession of a valid Wyoming Driver's License preferred.

Formal grant management training or certification preferred.

May require being, or obtaining, a Notary Public designation.

Supplemental Information & Physical Requirements

The above job description is intended to represent only the key areas of responsibilities; specific position assignments will vary depending on the business needs of the department.

Women, minorities, and individuals with disabilities are encouraged to apply.

Employment with the City of Casper is contingent upon a successful background screen and pre-employment drug test.

As a condition of employment, the successful candidate must utilize direct deposit for payroll purposes.

Driving records are required for all new employees regardless of the position's driving requirements. If the employee has not held a Wyoming driver's license for the last three years, the employee must provide at their own initiation and expense a driving record from their previous state(s) of residence.

Physical and Environmental Conditions:

City of Casper employees in data creation and modification, security sensitive or safety and protective positions are subject to pre-employment drug testing. Some employees may be subject to random drug testing if their responsibilities include:

Emergency response/rescue

Handling or working with hazardous materials, including chemicals as well as solid and liquid waste

Operating or maintaining water and wastewater systems

Writing or modifying code, maintaining or modifying City data systems including work on networks, servers, and communication systems

CDL operations and driving

Operating power-driven machinery or equipment

Creating or modifying health, financial, security and or risk documents or assessments

Working with or directing minors

Positions in this class typically require: stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, grasping, talking, hearing, seeing and repetitive motions.

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Incumbents in this position work indoors in an office environment and are subject to the common noises associated with office work including telephones, copiers, and printers. The position requires frequent sitting, typing, and customer contact, both by telephone and in person.

Working at the City of Casper

The City of Casper offers a variety of benefits to qualifying full-time employees. For more information on any of our benefits, please call Human Resources at (307) 235-8344.

For positions that qualify:

Benefit Programs: Look at these amazing benefits:

CIGNA Health

Delta Dental

VSP Vision

Medical Reimbursement Account, Flexible Spending

MASA Supplementary Ambulance Care

Voya Supplementary Hospital, Accident, and Critical Illness Plans

Short-term and Long-term Disability Options

Life Insurance

457/IRA Retirement Options

Employees Family Assistance Program (EFAP) Free Counseling Services

Pet Insurance

Legal Shield/ID Shield

Eleven Paid Holidays Annually

Wyoming Retirement System - Retirement Income for life. Employer match exceeds employee contribution.

Public Employee Pension Plan:

Employer 9.37% Employee 9.25%

Law Enforcement Pension Plan

Employer 16.30% Employee 4.5%

Paid Fire B Pension Plan

Employer 17.80% Employee 9.45%

Paid Time Off (PTO): The City of Casper (City) recognizes that a period of leisure, or recreation, away from the job is beneficial. A new full-time employee will receive an advance of 80 PTO hours on their start date. Each full-time employee's PTO accrual is limited to a total of 720 hours, which equates to 18 weeks (40-hours per week) of PTO.

Tuition Reimbursement: Reimbursement % is based on grade level received. Includes books and some fees.

Public Service Loan Forgiveness (PSLF): The City of Casper may qualify you to receive student loan forgiveness under the Public Service Loan Forgiveness. Visit https://studentaid.gov/pslf/ to learn more and understand whether you may be eligible.

CredibleMind: Mental health and wellness resources at healthynatrona.crediblemind.com. This robust platform offers:

Assessment Tools

21 different mental health assessments to help you understand your wellness needs

Extensive Resource Library

Over 100 mental health and well-being topics

Articles, podcasts, insights, tips, facts, videos, apps, books, and current news

Interactive Learning Lab with wellness series and practices

Community resources and online courses

Employee Assistance Program: Free counseling available to employees and their immediate family members.

Ergonomic Assessments: Review of your workstation and recommendations made by our Risk Management team to ensure a safe and comfortable work environment.

Additional Benefits and Annual Fun Events:

Service Awards Luncheon - To recognize and celebrate years of service, employees who reach a 5-year milestone with the City are invited to an annual luncheon. This event includes catered food, awards, and great door prizes.

Annual Employee Golf Tournament - Swing into Fun: Join us for our annual employee golf tournament. This event is typically in late Summer at our Municipal Golf Course and offers food and door prizes. Open to current employees, retirees, and family members.

Employee Holiday Breakfast - Indulge in a delicious hearty breakfast and enjoy the company of the great employees at the City of Casper. We invite all employees to kick off the holiday season with our Annual Holiday Breakfast.

Chili Skate Night - Lace up your skates! Get ready to glide and slide at our Employee Chili Skate Night at the Casper Ice Arena. Employees and their families are invited to join us for an evening of icy fun and delicious chili.

Wellness Programs - Drawings for cash prizes for participants. Free access to the Casper Recreation Center for qualifying employees.

Leadership and Employee Development - We believe in nurturing talent, empowering individuals, and cultivating a culture of growth and success. Human Resources provides employee training and mentoring opportunities to foster leadership and employee development within our organization.

City of Casper

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Administrative Specialist - Wastewater Operations