Administrative assistant

Administrative Assistant – Wyoming Supreme Court – Cheyenne

Open Until Filled

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Please Follow The Directions In The "How To Apply" Section At The Bottom Of This Job Description.

 

The Wyoming Judicial Branch, Administrative Office of the Courts (AOC), located in Cheyenne, Wyoming, seeks to hire an Administrative Assistant to support the day-to-day operations of the AOC. This position coordinates general administrative office functions related to property management, travel arrangements, procurement, and inventory as well as other duties as assigned by the State Court Administrator. Work may involve taking on various administrative responsibilities to allow management to focus on critical issues. 

This is a part-time position for 32 hours per week.

 
The AOC assists the Wyoming Judicial Branch in fulfilling its constitutional and statutory functions by providing administrative, technical, financial, payroll, auditing, and human resources support to over 300 employees. Our goal is to provide services in an accurate, timely, efficient, and equitable manner. Our offices are in Cheyenne, Wyoming which is home to Cheyenne Frontier Days rodeo and abundant opportunities for outdoor recreation. Cheyenne, the capitol of Wyoming, is a growing metropolitan area which thrives on its Western heritage.

Human Resources Contact: Brenda Reedy 

• Communicate information to employees and stakeholders in a clear and timely manner.
• Act as the primary point of contact for the AOC to answer questions from the public and appropriately direct calls.
• Act as the contact person for requests submitted through the State Building Commission for use of the Supreme Court building and/or grounds. Review requests and authorize or deny the use of grounds. Notify the Court Security Officer of events.

• Coordinate a variety of diversified and/or confidential administrative support functions to assist the AOC staff with daily tasks.
• Conduct research related to specific projects or programs.
• Compose internal and external correspondence, business documents, and other materials as necessary.
• Track information. Compile and analyze a variety of data and information and assist with the preparation and distribution of reports. Edit and proofread documents; calendar events and meetings.
• Accurately maintain files and records; input data into databases.
• Maintain and update the judge/clerk/legislator/elected officials' name and address lists. Prepare and process lists for events to include printing and mailing all materials. Manage RSVPs for each event and report numbers to the pertinent individual. Monitor supply of invitation paper and envelopes and order when necessary.
• Update district court directories re: chamber staff changes. 
• Assist with the recruitment process including reviewing applications and forwarding them to the assigned manager. 
• Assist with library coverage.
• Prepare draft minutes for select committees.

• Manage assets for the Judicial Branch including adding or modifying fixed assets within Judicial Branch systems, tracking assets to ensure proper location, completing inventory, and managing the legal disposal of fixed assets and non-fixed assets. Provide inventory reports to Risk Management. 
• Maintains vehicles for the Judicial Branch including coordinating necessary maintenance and recalls, reporting of damages, and maintenance of emergency supplies. 
• Submit work orders to State General Maintenance through the AiM Enterprise system for Supreme Court building maintenance and court personnel work requests. Monitor work orders for completion of service.
• Order supplies for the Supreme Court building and assist with procuring supplies as necessary for the district and circuit courts.
• Manage parking for the Supreme Court building and Laramie County district and circuit court staff. 

Other duties as assigned.

Preference may be given to candidates with experience as administrative assistants to an executive management team. KNOWLEDGE, SKILLS & ABILITIES: This position requires the ability to:  

• Communicate courteously and effectively, both verbally and in writing with all levels of Judicial Branch employees as well as outside agencies.
• Work effectively with others and maintain cooperative working relationships. 
• Conduct research into issues and products as required.
• Exercise flexibility and good judgment.
• Self-motivated and work with limited supervision.
• Follow verbal and written instructions.
• Maintain confidential records.

This position requires skills in:

• Organization, time management, task management, and attention to detail.
• Written and verbal communication.
• Research and writing.
• Developing positive working relationships.
• Proficient in Microsoft Office Suite or similar software.

This position involves knowledge of:

• Wyoming Judicial Branch policies and practices. 
• Office practices and clerical procedures.
• Principles and protocols for managing official documents and records.

MINIMUM QUALIFICATIONS:

 

Associate degree in business administration or closely related field.
Plus One (1) or more years’ work experience as an administrative assistant, executive assistant, or closely related experience.   Experience:  
Three years of work experience is required without a degree. PHYSICAL WORKING CONDITIONS:

  This position requires mobility to work in a typical office setting. The applicant must have the ability to:

• Use standard office equipment.
• Sit at a desk for prolonged periods and work on a computer.
• Stand and/or walk occasionally to frequently.
• Read printed materials and computer screens.
• Communicate in person, over the phone, or virtually.
• Have contact with others and respond to external customers.
• Lift up to 30 pounds at times.
• Occasional travel.

• Employment is “ at will ” and subject to a background check.
• FLSA: Exempt
• This position is a State of Wyoming employee. In addition to an annual salary, employees of the Wyoming Judicial Branch receive a generous benefits package including the State of Wyoming retirement pension plan and 457 Deferred Comp plan; affordable health insurance package including health, dental, life, vision, disability insurance, ambulance coverage, and Employee Assistance Program; paid annual, sick and holiday leave, and much more.

Interested applicants must submit a cover letter, resume, and completed Branch application for consideration. Click here to complete the application process online. The Branch also accepts email and mail submissions. Please use the downloadable application and return the completed form along with a cover letter and resume to;

Wyoming Supreme Court, 

Attn: Human Resources Manager, 

2301 Capitol Avenue, 

Cheyenne, WY 82002;

OR

Email to .

 
Veterans: If you are a United States Armed Forces veteran or the spouse of a veteran who was married to that veteran at the time of that person's death and receive survivor benefits, to receive veteran's preference under Wyo. Stat. Section 19-14-102, you must complete the Veteran's Preference section of the Wyoming Judicial Branch At-Will Employment Application and attach a Form DD214 to the application. 

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