Office Support Specialist II 2025-03174

The Board of Control, Water Division II, is seeking an experienced Office Manager to play a key role in keeping operations running smoothly. This position is responsible for organizing and coordinating office functions and procedures to support efficiency and overall effectiveness. The successful candidate will perform senior-level administrative duties and provide essential support to the Division’s technical team.

Working for the State of Wyoming offers more than a paycheck. Our total compensation package includes:

• Comprehensive health, dental, and vision insurance
• Paid vacation, sick leave, FMLA, and holidays
• Retirement - Pension and 457B plans that help you build a secure future
• Flexible schedules and work-life balance options
• Meaningful work that makes a difference for Wyoming communities and MUCH MORE!

Click here for detailed information, or you can watch this short video to learn about our benefit package!

Human Resource Contact: Rachael Reinhardt 307-777-6143 rachael.reinhardt2@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.

• Maintains office services by organizing office operations, procedures, and communication to the Division and the public.
• Prepare and edit correspondence, forms, reports, and other various documents; retrieve and integrate information for dissemination.
• Manage and maintain the division database and filing systems.
• Research a variety of problems requiring the knowledge of agency operations, rules, regulations, policies, and statutory requirements.
• Plan and schedule meetings and appointments; organize and maintain technical and legal paperwork and digital files of water rights information; perform specialized tasks and other duties delegated by management. Prepares notification letters for the adjudication process to the appropriator.
• First-line contact for the public, government agencies, and private industry clientele; assists the public with inquiries regarding water rights and filing water rights applications; directs the public to appropriate technical staff members when needed.
• Conduct water rights research and disseminate information through all available means; compare water right records with ownership records and other related data with regard to specific land tracts (performs this by researching water rights databases and division records); research ownership and title transfers; respond to requests by the public involving an explanation of water rights and their definitions.
• Utilizes GIS and paper records, interprets property legal descriptions, and communicates with other states, local, and federal level officials and agencies to exchange information.
• Manages activity reports and data submissions for the Division; supports staff with an accounting of time, data verification, and mail handling; compiles and prepares the annual report for publication. Support associate administrative personnel in agency mail handling and customer service functions.
• Manage database by performing extensive data entry, building reports, queries, and performing quality assurance checks on all electronic data submissions; manage the reporting process for division staff; review water rights searches by other staff for accuracy. Determine the proper course of action to correct inaccurate information.
  Manage inventory and purchase office supplies and materials for multiple offices and locations; maintain office equipment in working order, deal with vendors, and perform repair work when needed.

Qualifications

PREFERENCES:

Preference may be given to those with an Associate's Degree in Business or 2-4 years of progressive work experience in office records, GIS experience or knowledge and customer service.
Strong communication skills and customer service skills are a must!

KNOWLEDGE:

• Knowledge in applicable computer applications including Microsoft Office Suite and Google products.
• Knowledge of records processing and maintenance procedures and systems.
• Knowledge in the preparation of complicated documents.
• Knowledge and understanding of the agency and each respective division/program.

MINIMUM QUALIFICATIONS:

Education:

Associate's Degree (typically in Business)

Experience:
0-2 years of progressive work experience (typically in Business Office Communications) with acquired knowledge at the level of an Office Support Specialist I

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 Support Specialist I

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

Supplemental Information

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.