Office support specialist

GENERAL DESCRIPTION:

The Wyoming Department of Corrections (WDOC) is now seeking a candidate for a full-time Office Support Specialist

in our Rawlins Field Service! This position performs various routine & detailed clerical & administrative functions to further the overall office operations of the Probation and Parole Offices.

The Field Services Division of the Department of Corrections conducts pre-sentence investigations and supervision of adult probationers and parolees in a community setting. This position also necessitates consistent, professional interaction with staff, offenders, victims, the public, the judicial system, law enforcement, local organizations, and public/private service providers.

Human Resource Contact: [ [email protected] ](mailto:[email protected]) or 307-857-3326 ESSENTIAL FUNCTIONS: The listed functions are illustrative only and are not intended to describe every function that may be performed at the job level.

• Acts as a specialist in an assigned program area, performing the most complex technical duties, including legal secretary responsibilities.
• Performs, leads, or supervises various moderate to complex program and operational support duties.
• Applies knowledge of programmatic and administrative requirements.
• Resolves problems and makes recommendations for improvements.
• Performs specialized tasks, coordinates general office functions such as budget, legal work, administrative, property management, travel arrangements, procurement, personnel, information systems, or fiscal duties, and provides staff training.
• Conducts research and troubleshoots office systems or procedures for efficiency and accuracy; collects, organizes, and details writing the required documentation in answering queries.
• Coordinates and/or acts as a liaison between the agency or work unit and other agencies.
• Processes monthly electronic filing; corresponds with operators regarding production filing; sets up new operators for electronic filing.
• Maintains financial or other records; verifies statistical reports for accuracy and completeness; assists with publishing statistical reports.
• Assists in budget development, analysis, interpretation, and recommendation, handling deposits and monetary transactions, and/or performing audit functions.
• Accurately maintains agency files and records; inputs data into databases.
• Prepares reports; verifies computer systems, databases, and coded data for accuracy.
• Responds verbally and/or in writing to requests for information.
• Screens and correct documents for procedural compliance; evaluate the information for accuracy.
• Provides customer service to customers, clients, and staff and acts as a resource to explain rules and procedures to co-workers, customers, and/or clients.
• Responsible for inventory assets.
• Performs administrative duties requiring considerable judgment, including fiscal, human resources, or other specific program areas.
• Resolves some light computer issues/concerns.
• Maintains and reviews case files to determine actions to be taken.
• Assures the procurement process is managed appropriately and according to established procedures.
• Involves some processing/interpreting of legal documents.

Qualifications

*PREFERENCES: *

Preference may be given to those with at least two years of work experience in an office environment. Preference may be given to those with prior criminal justice exposure. KNOWLEDGE:

• Knowledge of applicable federal, state, and local laws, codes, regulations and policies, technical processes, and procedures related to the department.
• Knowledge of financial record keeping and reporting principles and procedures, basic accounts payable, and purchasing.
• Knowledge of the principles and practices of employee supervision, training, and evaluation.
• Knowledge of techniques for providing a highlevel of customer service.
• Knowledge of computer application systems, Google, and Google Docs. and Excel.

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.