Administrative Assistant 2025-01521
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Administrative Assistant 2025-01521
Salary
$18.56 Hourly
Location
Cheyenne, WY
Job Type
Permanent Full-time
Job Number
2025-01521
Department
Department Of Health
Division
Cheyenne and County Offices
Opening Date
06/12/2025
Closing Date
Continuous
FLSA
Non-Exempt
Job Classification
BAAS05
Description
Benefits
Questions
Description and Functions
Open Until Filled
GENERAL DESCRIPTION:
The purpose of this position is to provide administrative, program, technical, budget, clerical, and office support activities to support the goals of the Health Readiness and Response (HRRS) section. This section is comprised of three units - the Office of Emergency Medical Services, the Rural and Frontier Health Unit, and the Public Health Preparedness and Response Unit. This position will apply knowledge of the HRRS section, including general office and program policies and procedures, equipment, and customer service delivery needs. This position requires a deep understanding of the unique administrative and fiscal preparedness requirements as outlined in state policies and procedures and CDC Cooperative Agreements and Grants. This position will support the development of expedited fiscal and other administrative processes and exploit every opportunity to reduce the number of days to complete the process to get funding to contractors and subrecipients. This position will provide coordination of complex technical and compliance tasks in the creation, preparation, and validation of required reporting; monitor and process a variety of program data and financial collection from sub-recipients, program personnel, and partners; and assist with monitoring and tracking contract deliverables for sub-recipient monitoring.
Human Resource Contact: wdhrecruit@wyo.gov
ESSENTIAL FUNCTIONS: The listed functions are illustrative only and are not intended to describe every function that may be performed in the job level.
Provide administrative, program, technical, budget, procurement, office supply inventory, and purchasing.
Preparing memos for the Section Chief, Unit Managers, and section staff.
Perform specialized tasks and coordinate general office administrative functions.
Perform and apply knowledge to a wide range of administrative tasks, general office policies, procedures, equipment, operational support, and customer service.
Troubleshoot office systems or procedures for efficiency and accuracy.
Accurately maintains files, records, and status of contracts, and inputs data into databases. These files include contracts, fiscal documentation, correspondence, presentation documents, and any other related official business documents HRRS Units may maintain.
Ensure the procurement process is managed appropriately and according to established procedures.
Prepares, proofreads, and edits routine correspondence, reports, tables, and records.
Assist in tracking internal performance measures.
Resolve problems and make recommendations for improvement.
Regularly attend WDH Admin Support Meetings.
Attend HRRS Unit meetings and take notes as requested by the relevant Unit Manager.
Coordinate section documents for billing, travel payments, RQS, vouchers, travel coordination, and office supplies coordination.
Demonstrate proficiency with procedures, processes, and forms for contracting, purchasing, traveling, and payment.
Perform general office duties, including hand delivery and pick up of documents to and from the Public Health Division 3rdWest, Herschler Building 4thfloor, Attorney General's office for processing.
Prepare fiscal documentation for submission.
Provide expertise and guidance to HRRS programs regarding State and WDH fiscal and contracting procedures.
Apply knowledge of programmatic and administrative requirements.
Maintain financial records and verify accuracy, and organize paperwork for audits.
Ensure the procurement process is managed appropriately and according to established procedures for travel vouchers, expense vouchers, accounting of state purchase cards, and requisitions.
Ensure purchasing card logs and documentation are submitted to fiscal on time.
Qualifications
PREFERENCES:
Preference will be given to candidates with a Bachelor's degree in emergency management or a closely related field.
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 the preparation of records, reports, and correspondence.
Knowledge of agency policies and procedures.
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, driving an automobile, etc.
Special physical demands are not required to perform the work.
NOTES:
FLSA: Non-Exempt
The Wyoming Department of Health is an E-Verify employer .
Supplemental Information
048-Wyoming Department of Health - Public Health Division
Click here (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!
