Office Support Specialist 2024-02570 - State of Wyoming A&I Human Resources Division : Job Details

Description and Functions

Open Until Filled

GENERAL DESCRIPTION:

Perform a broad range of tasks under limited supervision to support the OSHA program, ensuring compliance with workplace safety standards, assisting with inspections, and providing guidance to employers and employees on regulatory requirements.

Human Resource Contact: [email protected]

ESSENTIAL FUNCTIONS: The listed functions are illustrative only and are not intended to describe every function which may be performed at the job level.

* Answer the main phone line and direct calls

* Open and disperse incoming mail and prepare outgoing mail

* Monitor and distribute incoming faxes

* Update and schedule meetings via Google Calendar

* Scan and file electronic documents

* Good internal and external customer service

* Daily case file maintenance (update case files with appropriate documents and payments)

* Casefiletracking (check casefilestatus andsendfollow-upletters;updatelogs)

* Informal conferences (receive employer calls/emails/letters requesting conference; coordinate with Compliance Manager & Lead, and follow up with the employer to schedule conferences)

* Citation packages and consent agreements (assemble packages for certified mail delivery to employers)

* Monitor cases for completion and closure

* Commission (attend meetings; assist with material production for meetings)

* Semi-annual (assist with scheduling presenters; support as needed during the meeting)

Qualifications

PREFERENCES:

Preference may be given to candidates with experience in customer service, demonstrating strong communication skills, and the ability to assist and guide clients effectively.

Preference may also be given to candidates with experience in office support, including proficiency in administrative tasks, managing documents, and supporting day-to-day operations.

Preference may be given to those with strong computer skills in Google and Microsoft products. (Excel, Word, Access, Google Calendar, Gmail, and Google Drive)

KNOWLEDGE:

* Skills in verbal and written communication, work management, telephone etiquette, decision-making, and public relations.

* Knowledge of records processing and maintenance procedures.

* Knowledge of applicable computer applications.

* Knowledge of records processing and maintenance procedures and systems.

* Knowledge of electronic records.

* Knowledge and understanding of the agency, and each respective division/program.

* Knowledge of recording meetings and meeting minutes development.

* Ability to maintain good working and communication relationships.

* Ability to prepare complicated documents and reports.

* Ability to make proper judgments and decisions frequently on various matters

* Ability to prioritize and manage time.

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 & ExperienceSubstitution:

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

* The Wyoming Department of Workforce Services (DWS) uses E-Verify, an Internet-based system, to confirm the eligibility of all newly hired employees to work in the United States. Learn more about including your rights and responsibilities.

* Former State of Wyoming employees, who are rehired within 31 days from their previous employment, will be required to reimburse the State of Wyoming for all Vacation and Sick leave compensation received upon separation.

* Offers of employment will be contingent upon the successful completion of a background check.

* For the Veteran's preference consideration, supporting documentation must accompany your application.

Supplemental Information

053-Department of Workforce Services - OSHA

Click here to view the State of Wyoming Classification and Pay Structure.

URL:

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.