Office Support Specialist 1 2024-02454
: Job Details :

Description and Functions

Open Until Filled

GENERAL DESCRIPTION:

The Office Support Specialist I serves as front desk customer service for Wyoming Retirement System (WRS) Members & the public and provides a very important service role at WRS. The front desk team answers and determines the correct routing of calls & walk-ins and processes all mail coming in and out of the office including contributions to the state pension. This position is responsible for data entry and acts as a first point of contact for members. This position serves in the capacity as a main Office Assistant and primary face of the WRS. This position must have extensive knowledge of each department's policies and procedures and the ability to practice independent judgment when appropriate.

Human Resource Contact: Ryan Scheer, ...@wyo.gov, 307-###-####

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

* Manages day-to-day operations of the Front Desk Department.

* Reviews all incoming correspondence, documents, applications, etc.; initiates replies as appropriate; routes matters requiring action by staff.

* Assists staff with mass mailings when necessary and completes special projects for department managers as needed.

* Ensures outgoing mail has the proper documentation attached. Main point of contact with Central Mail. Process & review returned mail. Review and maintain office supply inventory with support from accounting.

* Receives and redirects incoming phone calls, takes messages, and assists WRS members, contractors, and the public.

* Responsible for customer service, and answering questions on departmental services and functions.

* Ensures the front desk always has coverage and is attended to at all times and assists all walk-ins.

* Ask clarifying questions to ensure the correct answer is provided and/or routed correctly and handle customer complaints as needed.

* Edit/change names, phone numbers, addresses, and beneficiaries when necessary. Verify member account changes and modifications as needed.

* Daily, uses accuracy while entering checks into the receipt log. Assists the Employer Relations Department with deposits and monetary transactions and reviews others' transactions for accuracy.

Qualifications

PREFERENCES:

Preference will be given to candidates with front desk/receptionist work experience.

KNOWLEDGE:

* Knowledge of administrative and clerical procedures and systems

* Excellent customer service skills

* Knowledge of proper phone etiquette

* Ability to multi-task and work independently

* Knowledge of accurate record-keeping

* Knowledge and understanding of the agency, and each respective division/program

* Experience working with Microsoft Excel, Word, and Google Suite

* Knowledge of data entry functions and how to properly utilize database systems.

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 & ExperienceSubstitution:

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:

* Receptionist office setting.

* 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

* Hiring will be contingent upon the successful passage of a background check.

Supplemental Information

072-Wyoming Retirement System - Administration

Click here to view the State of Wyoming Classification and Pay Structure.

URL:

The State of Wyoming is an Equal Opportunity Employer and actively supports the ADA and reasonably accommodates qualified applicants with disabilities.

Class Specifications are subject to change, please refer to the A & I HRD Website to ensure that you have the most recent version.