Office Support Specialist II

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 oryou can watch this short video to learn about our benefit package!.

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• Manages the day-to-day and complex processes of receiving and processing all student applications to attend training. Sends confirmation notifications for accepted students. Oversees the data input to major database fields. Disseminates equipment and supply lists to students and agencies.
• Communicates regularly with all guest instructors for each of the training courses through telephone e-mail and written correspondence. Makes schedule recommendations based on the needs of staff and guest instructors; produces updates and distributes all training schedules. Assists in the formal development of contracts/agreement letters for guest instructors. Responsible for sending out confirmation letters to all guest instructors for the scheduled training courses.
• Agency contact for providing graduation student information. Gathers/calculates the scores for graduation honors/awards. Maintains databases inventory and supplies associated with training courses. Responsible for the production maintenance and distribution of all printed and digital training resource materials for training courses.
• Completes training course reports and student evaluations. Responsible for checking spelling/grammar on all instructor comments for the student evaluations. Manages the archiving and retrieval of all training documentation. Responsible for collecting filing and archiving all course training records and materials for training courses. Applies for instructor certifications and completes the necessary accreditation reports for P.O.S.T. for all training courses.
• Gathers the examination statistics report of all examinations given to students. Tracks consistent problem questions for each training course in an Excel spreadsheet and forwards it to the Training Manager for review. Provide training and support for other staff who act as a back-up in this area of responsibility.
• Assists in handling phone and walk-in traffic into the Academy Office as needed. Covers various shortages within the office section due to leave requests emergencies etc. Responsible for maintaining the mailing list database for the Academy by updating guest instructors contact information.
• Provides training and monitors the work of the Office Assistant position to ensure the office section is operating properly and tasks are completed.
• Manages the Academy Clothing Canteen. Tracks and orders inventory. Open the store for students and guests of the Academy. Maintain cash flow and submit deposits to the Attorney Generals Finance Officer.
• Provide applications and information to students enrolling in the Pre-Service program. Produces and provides the Basic Training Supervisor with selection packets for candidates. Organizes and maintains all records related to the Pre-Service program.
• Produces statistical information scores awards graduation programs and various other documents using Microsoft Access Microsoft Excel and Microsoft Word.
• Resolves problems and makes recommendations for improvements.
• Responds verbally and/or in writing to requests for information.
• Provides customer service to customers clients and staff and acts as a resource and explaining rules and procedures to co-workers customers and/or clients.
• Performs administrative duties requiring considerable judgment which may involve fiscal human resources or other specific program areas.
• Refers customers to appropriate supportive service agencies.
• Evaluates information for accuracy.
• Ensures the procurement process is managed appropriately and according to established procedures.

PREFERENCES:


Preference may be given to applicants with experience in Business Office Communications.


KNOWLEDGE:

• Knowledge and ability to use Windows-based computer functions related to the importation exportation organization and maintenance of information.
• Knowledge and ability to use Microsoft Access and Word.
• Knowledge and ability to use Google Gmail Google Calendar and Docs.
• Knowledge and ability to utilize Blackboard LMS software and Acadis Training database.
• Knowledge and ability to efficiently organize and maintain a variety of written documentation.
• Knowledge of techniques for providing a high level of customer service.
• Ability to communicate clearly and effectively.
• Ability to proofread and make grammatical and spelling corrections to documents and records.
• Ability to utilize Microsoft Excel proficiently to include the use of formulas and data tools.
• Ability to work consistently at a rapid pace with a high level of accuracy under deadlines and heavy workloads.
• Ability to work independently to prioritize tasks anticipate needs and problems.

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.

• FLSA: Non-Exempt
• The successful applicant is required to pass a background investigation

015-Attorney General - Wyoming Law Enforcement Academy

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