Office Support Specialist II

Open Until Filled General Description

Provides a wide range of administrative support functions to the Wyoming Office of Homeland Security. Supports the Executive Assistant in administrative support for the Director and Deputy Director. Evaluates, composes, edits, and prepares correspondence. Coordinates with other state agencies, different levels of government, first responders, and the general public to gather and disseminate information. Serves as agency receptionist, taking incoming calls, screening information, answering questions, and referring calls to the appropriate persons.

Maintains and performs procedural changes to Wyoming Emergency Management and Search and Rescue Council Rules. Meets the requirements to be part of the state of Wyoming EMAC A‑Team.

• 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!

Nicki Reitmeyer  nicki.reitmeyer

• Answers, screens, and directs calls and walk‑in traffic, which requires knowledge of WOHS operating policies and procedures.
• Uses judgment to determine priority of calls:
  1) responds to callers when suitable to do so,
  2) forwards calls to appropriate personnel, or
  3) records messages.
• Maintains confidentiality of all correspondence and other information obtained during work hours.
• Provides administrative support to WOHS staff as needed by performing mail merge operations for letters and documents.
• Sorts and screens daily incoming mail and posts employee mail to individual mailboxes.
• Performs large and small mailings.
• Prepares envelopes, prints labels, performs mail merges for EMPG documents, inserts materials, attaches and codes the routing slip with a budget number for Central Mail pickup.
• Tracks all incoming and outgoing documents for the director and deputy director.
• Composes and maintains all RERT letters for activations and enters activations in the database.
• Attends WOHS staff meetings and monthly County/Tribal Coordinator’s Meetings and records meeting minutes.
• Transcribes minutes for all meetings and disseminates the minutes to all WOHS staff and/or County/Tribal Coordinators, as necessary.
• Designs, produces, and edits correspondence, reports, and spreadsheets.
• Assists and supports the Section Chiefs with administrative support functions to WOHS staff as needed by performing mail merge operations on letters and memorandums, making travel arrangements, and proofreading documents for grammatical and spelling errors.
• Assists with archiving as needed.
• Assists and supports the Emergency Management Performance Grant manager with administrative support functions regarding the grant.
• Assists with tracking subrecipient grant requirements for the grant.
• Supports Executive Assistant with creating and maintaining contact information for sheriffs, county commissioners, county coordinators, etc., in the Duty Officer Handbook on the Google shared drive.
• Assists with updating changes, additions, and deletions of contact information.
• Maintains current inventory of office supplies.
• Submits requests through the Memo process and uses the Purchasing Card when appropriate to order supplies and equipment.
• Records items purchased with a state Purchasing Card to the Individual Procurement Log and reconciles the monthly statement against the log.
• Completes annual and ongoing quarterly education, training, and exercises required by Federal grant funding of employee salaries.
• Obtains certifications of online FEMA emergency management courses.
• Attends webinars and training to meet the requirements to be a state of Wyoming EMAC A‑Team member.
• Maintains current records, rules, and procedures for the Wyoming Search and Rescue Council and Fund.
• Performs procedural tasks regarding additions to, changes to, or repealing of the rules.

• Knowledge of applicable computer applications.
• Knowledge of records processing and maintenance procedures and systems.
• Knowledge in the preparation of complicated documents.
• Knowledge…