Government Jobs
Executive Assistant
State of Wyoming $24.78 - $27.53 Hourly Cheyenne, WY Permanent Full-time Job Number: 2025-02118 Department of Education Non-Exempt Open Until Filled General Description: Are you highly organized, detail-oriented, and motivated to support education leadership in Wyoming? This position provides executive-level support to the State Superintendent of Public Instruction and the Chief of Staff for the Wyoming Department of Education (WDE). As the Executive Assistant, you will play a vital role in managing schedules, preparing meetings, facilitating communication, and serving as a trusted point of contact for stakeholders. This is a dynamic opportunity to contribute to the success of Wyoming's education system while working closely with senior leadership in a fast-paced, rewarding environment. Human Resource Contact: Stacie West, 307-777-7003 Essential Functions: Provide daily administrative assistance and support to the Superintendent and Chief of Staff. Receive, screen, and prioritize electronic correspondence and regular mail with expertise and judgment to deliver highly important communications and agency-critical information to the Superintendent and Chief of Staff. Respond to stakeholder inquiries and requests requiring broad organizational knowledge and interpretation of agency policies, rules, and regulations, best practices, the WDE Strategic Plan, and WDE Mission, Vision, and Values. Write, proofread, and edit documents for clarity of communication and correct grammar/spelling. Review and make certain that the final correspondence is signature-ready. Notify the Superintendent and Chief of Staff of upcoming agency events and initiatives of relevant importance. Coordinate and complete travel requests, reservations, and travel reimbursements for the Superintendent and Chief of Staff. Provide follow-up assistance and status tracking on assignments issued by the Superintendent and Chief of Staff. Assist the Superintendent and Chief of Staff with special projects and assignments through proper planning, implementation, directing, evaluating, and project oversight. Establish and maintain electronic and paper files for the Superintendent and Chief of Staff. Notify agency staff of changes or revisions in the Superintendent and Chief of Staff's schedule and availability. Create and maintain spreadsheets, databases, and other tracking instruments to support the Superintendent and Chief of Staff on agency committees and at various meetings, and provide notes or a written summary of the meeting for the Superintendent and Chief of Staff upon request. Schedule meetings and appointments for the Superintendent and Chief of Staff, and complete all activities necessary to reserve and prepare meeting space. Secure the availability of visual and audio equipment for meetings and prepare meeting agendas and materials. Maintain a professional working relationship with other agency leaders and agency staff. In accordance with Federal regulations, Wyoming statute, and State contract/procurement policies, provide assistance with the drafting, editing, and processing of WDE contracts, memorandums of agreements, and requisitions as necessary. Assist other agency administrative assistants with the management and payment of invoices, preparation of payment vouchers, and accurate and timely completion of the Purchasing and Phantom card activity logs. Provide excellent communication to customers, peers, vendors, state and federal government agencies, Wyoming school districts, colleges, and the general public. Provide prompt and courteous telephone etiquette and clear and concise written and verbal communication to customers, addressing policies and procedures, assignments, and directions to the appropriate source of information. Qualifications: Knowledge: Extensive skills and experience in secretarial science, modern office methods and practices, and office management Superior oral and written communication skills Knowledge of proofreading methods Knowledge of proper English and grammar usage Knowledge of computer software programs Research and analytical skills Organizational, multi-tasking, and time management skills Expert computer skills Ability to effectively use general office equipment Ability to handle multiple tasks simultaneously, and work under time deadlines Ability and motivation to work with little or no supervision, and be self-directed Ability to interact well with people and handle diverse public Ability to listen effectively to others General understanding of state and agency policies, procedures, and processes for federal programs Ability to work cooperatively and effectively with others Minimum Qualifications: Education: Bachelor's Degree (typically in Business) Experience: 0-1 years of progressive work experience (typically in Business Office communications) OR Education & Experience Substitution: 3-4 years of progressive work experience (typically in Business Office communications) 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 Applicants may be asked to provide transcripts or any relevant coursework at the time of interview or hire. A successful applicant must pass a background and/or reference check. Travel is estimated at 1%.
State of Wyoming $24.78 - $27.53 Hourly Cheyenne, WY Permanent Full-time Job Number: 2025-02118 Department of Education Non-Exempt Open Until Filled General Description: Are you highly organized, detail-oriented, and motivated to support education leadership in Wyoming? This position provides executive-level support to the State Superintendent of Public Instruction and the Chief of Staff for the Wyoming Department of Education (WDE). As the Executive Assistant, you will play a vital role in managing schedules, preparing meetings, facilitating communication, and serving as a trusted point of contact for stakeholders. This is a dynamic opportunity to contribute to the success of Wyoming's education system while working closely with senior leadership in a fast-paced, rewarding environment. Human Resource Contact: Stacie West, 307-777-7003 Essential Functions: Provide daily administrative assistance and support to the Superintendent and Chief of Staff. Receive, screen, and prioritize electronic correspondence and regular mail with expertise and judgment to deliver highly important communications and agency-critical information to the Superintendent and Chief of Staff. Respond to stakeholder inquiries and requests requiring broad organizational knowledge and interpretation of agency policies, rules, and regulations, best practices, the WDE Strategic Plan, and WDE Mission, Vision, and Values. Write, proofread, and edit documents for clarity of communication and correct grammar/spelling. Review and make certain that the final correspondence is signature-ready. Notify the Superintendent and Chief of Staff of upcoming agency events and initiatives of relevant importance. Coordinate and complete travel requests, reservations, and travel reimbursements for the Superintendent and Chief of Staff. Provide follow-up assistance and status tracking on assignments issued by the Superintendent and Chief of Staff. Assist the Superintendent and Chief of Staff with special projects and assignments through proper planning, implementation, directing, evaluating, and project oversight. Establish and maintain electronic and paper files for the Superintendent and Chief of Staff. Notify agency staff of changes or revisions in the Superintendent and Chief of Staff's schedule and availability. Create and maintain spreadsheets, databases, and other tracking instruments to support the Superintendent and Chief of Staff on agency committees and at various meetings, and provide notes or a written summary of the meeting for the Superintendent and Chief of Staff upon request. Schedule meetings and appointments for the Superintendent and Chief of Staff, and complete all activities necessary to reserve and prepare meeting space. Secure the availability of visual and audio equipment for meetings and prepare meeting agendas and materials. Maintain a professional working relationship with other agency leaders and agency staff. In accordance with Federal regulations, Wyoming statute, and State contract/procurement policies, provide assistance with the drafting, editing, and processing of WDE contracts, memorandums of agreements, and requisitions as necessary. Assist other agency administrative assistants with the management and payment of invoices, preparation of payment vouchers, and accurate and timely completion of the Purchasing and Phantom card activity logs. Provide excellent communication to customers, peers, vendors, state and federal government agencies, Wyoming school districts, colleges, and the general public. Provide prompt and courteous telephone etiquette and clear and concise written and verbal communication to customers, addressing policies and procedures, assignments, and directions to the appropriate source of information. Qualifications: Knowledge: Extensive skills and experience in secretarial science, modern office methods and practices, and office management Superior oral and written communication skills Knowledge of proofreading methods Knowledge of proper English and grammar usage Knowledge of computer software programs Research and analytical skills Organizational, multi-tasking, and time management skills Expert computer skills Ability to effectively use general office equipment Ability to handle multiple tasks simultaneously, and work under time deadlines Ability and motivation to work with little or no supervision, and be self-directed Ability to interact well with people and handle diverse public Ability to listen effectively to others General understanding of state and agency policies, procedures, and processes for federal programs Ability to work cooperatively and effectively with others Minimum Qualifications: Education: Bachelor's Degree (typically in Business) Experience: 0-1 years of progressive work experience (typically in Business Office communications) OR Education & Experience Substitution: 3-4 years of progressive work experience (typically in Business Office communications) 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 Applicants may be asked to provide transcripts or any relevant coursework at the time of interview or hire. A successful applicant must pass a background and/or reference check. Travel is estimated at 1%.