Administrative Assistant-2024-02365

at  State of Wyoming

GENERAL DESCRIPTION:

Wyoming Governor Mark Gordon is committed to Wyoming, its people, their values, and their health and prosperity. He focused on improving the mental health of its citizens and creating opportunity through economic diversity while assisting its legacy industries transition into the new and emerging national and world economies. He is working hard to reimagine and improve the education of Wyoming’s children while assisting adults with the upward economic mobility that comes from workforce training and development. The Governor’s staff engages in policy research, tribal relationships, administration, management, communications, public outreach, and scheduling.
This position serves as the first point of contact for the Office of Governor Mark Gordon with the general public; whether it be on the phone, email, or walk-ins. The administrative assistant is responsible for handling and routing large volumes of incoming calls, and opening and distributing all incoming mail. This position serves as the primary face of the office by greeting constituents and guests of the Governor’s Office. In addition, the administrative assistant works with other administrative office support staff, the executive team, and the policy team to coordinate the administration’s daily operations while maintaining the front desk’s primary functions.
Human Resource Contact: Nicki Reitmeyer - 307-777-6219 nicki.reitmeyer@wyo.go

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

• Organizational Relationships: This position reports to the Office Manager and is part of the Governor’s staff. Serves as the first point of contact for the agency and greets all walk-in visitors.
• Receives and routes all incoming phone calls, takes messages, and assists constituents with simple and complex issues.
• Accurately sorts incoming mail and distributes it to agency staff and departments in a timely manner.
• Reviews incoming correspondence, applications, etc., initiates replies as appropriate, routes matters requiring attention by staff, and follows up to ensure actions are completed.
• Responsible for excellent customer service and answers questions on services and functions.
• Asks clarifying questions to ensure the correct answer is provided and routed correctly; handles customer complaints and escalates as needed.
• Assist staff with administrative tasks, including mass mailings, recognition certificates, and special projects when needed.
• Checks in regularly with the Office Manager to discuss strategies to meet the Governor’s office objectives.
• Coordinates various advanced, diversified, and /or confidential administrative support functions. Conducts research related to the specific project or program. Tracks information.
• Types, edits, and composes correspondence, memorandums, and reports, if needed.
• Maintains positive relationships with the staff, Cabinet, and constituencies.

KNOWLEDGE:

• This position requires a sense of urgency.
• Establish and maintain effective personal relationships with peers, supervisory staff, and other departments and agencies.
• Work well with all levels of internal management, staff, Cabinet members, and the public.
• Ability to maintain confidentiality, security, and privacy of information.
• Possess excellent organizational and time management skills, balancing multiple issues and projects in a very fast-paced environment.
• Knowledge of administrative and clerical procedures and systems.
• Knowledge of proper phone etiquette.
• Exercise tact, courtesy, and discretion with public officials at various levels of authority and influence with the general public.
• Provide exemplary customer service and interpersonal skills.
• Work independently and make sound judgments on a day-to-day basis, as well as make informed decisions on behalf of the office.
• Ability to be self-directed and exercise independent judgment.
• Must be highly self-motivated and have strong attention to detail.
• Knowledge of data entry functions and how to properly utilize database systems.
• Knowledge of the principles and methods of gathering information for customer service routing.
• Be proficient with Google Products, Word, Excel, PowerPoint, and Salesforce applications and records management.
• Possess a high level of communication skills that include strong listening, written and verbal.
• Knowledge of protocol in dealing with complaints and other issues involving interaction with the other elected offices, the legislature, and other high-ranking officials.

MINIMUM QUALIFICATIONS:

None - See “Preferences”

• Organizational Relationships: This position reports to the Office Manager and is part of the Governor’s staff. Serves as the first point of contact for the agency and greets all walk-in visitors.
• Receives and routes all incoming phone calls, takes messages, and assists constituents with simple and complex issues.
• Accurately sorts incoming mail and distributes it to agency staff and departments in a timely manner.
• Reviews incoming correspondence, applications, etc., initiates replies as appropriate, routes matters requiring attention by staff, and follows up to ensure actions are completed.
• Responsible for excellent customer service and answers questions on services and functions.
• Asks clarifying questions to ensure the correct answer is provided and routed correctly; handles customer complaints and escalates as needed.
• Assist staff with administrative tasks, including mass mailings, recognition certificates, and special projects when needed.
• Checks in regularly with the Office Manager to discuss strategies to meet the Governor’s office objectives.
• Coordinates various advanced, diversified, and /or confidential administrative support functions. Conducts research related to the specific project or program. Tracks information.
• Types, edits, and composes correspondence, memorandums, and reports, if needed.
• Maintains positive relationships with the staff, Cabinet, and constituencies