Senior Office Support Specialist 2026-01008

Open Until Filled

GENERAL DESCRIPTION

The Wyoming Department of Transportation (WYDOT) seeks a Senior Office Support Specialist for the Aeronautics Program in Cheyenne, Wyoming. As a Senior Office Support Specialist, you will be responsible for performing various duties, including administrative duties for the Aeronautics Division and scheduling state aircraft to provide safe and effective transportation for elected state officials, state agency employees, boards, and commissions to conduct state business that supports the health, safety, and welfare of the public. This is a very dynamic position that requires knowledge in all aspects of flight coordination, passenger billing, developing and maintaining Excel tracking spreadsheets, digital filing and record keeping, statistical reporting, writing data collecting programs for flight scheduling software, submitting requisitions, procurement, answering Freedom of information Act questions and more. Responsibilities include routine administrative support to the Aeronautics Administrator, Flight Operations Manager, and the Flight Operations Program. The individual in this position frequently deals with sensitive information and must maintain discretion and professionalism at all times.

This position offers:

•$2,000 Hiring Bonus•See notes for eligibility Culture of public service and a commitment to work/life balance 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 Meaningful work that makes a difference for Wyoming communities and

MUCH MORE!

Click here for detailed information , or you can watch this short video to learn about our benefit package! Want to see the full value of your compensation beyond salary? ?? Explore our

Total Compensation Calculator:

https://compensationcalculator.wyo.gov Cheyenne is a steadily growing community along the Front Range but still true to the Old West's history. The city offers nearby mountain biking, skiing, hiking, fishing, hunting, and other outdoor activities. Wyoming is one of only seven states with no state income tax.

Human Resource Contact:

307-777-4423 ESSENTIAL

FUNCTIONS

: The listed functions are illustrative only and are not intended to describe every function which may be performed at the job level. Scheduling of State aircraft and passengers on State aircraft. Receive passenger requests. Review requests for conflicts with existing trips, or possible legality issues with crew duty or flight time. Review requested cities to ensure the appropriate airport is selected and is usable considering runway length, services available on site, and instrument approaches in case of inclement weather. Input request to flight scheduling and tracking software (BART). Coordinate the arrival and departure times, sometimes with agencies sharing the planes for the greatest efficiency and optimal use of planes. Coordinate for ground handling of aircraft and passengers at destination city(s), contacting fixed base operators (FBOs) on-site or looking up online to determine the best economics considering passenger requirements. Coordinate lodging and transportation for pilots on overnight trips. Provide passengers with itineraries for the trip including, estimated time of departure and estimated time of arrival, names and addresses of selected FBOs, and pilot names and contact information. Review flight schedules for changes in crews and notify passengers if pilots change. For short-notice trips ensure the Hangar Coordinator and Chief Pilot are aware as soon as possible so staffing of hangar and plane be taken care of timely. Maintain copies of all trip requests and documents associated with scheduled flights including emails, bills, and invoices generated. Follow up with travel groups 24-36 hours prior to the trip to ensure all details and itinerary information is correct. Monitor weather trends and/or storm patterns that may affect upcoming flights. Notify travel groups if their flights may be impacted by impending weather. Monitor airport conditions or advisories to ensure suitability. Notify travel groups if their flights may be impacted by airport conditions or advisories. Coordinate with the Maintenance Manager to ensure all aircraft are airworthy and available.

KNOWLEDGE

Excellent organizational and time-management skills. Strong written and verbal communication skills. Ability to proofread accurately and ask for clarification as required. Research and analytical skills. Ability to maintain strict confidentiality. Interpersonal communication skills include active listening. Team and process-oriented capabilities. Self-directed. Ability to use office equipment, software programs, and technology. Budgetary and fiscal experience. Ability to demonstrate independent judgment and decision-making. Skills in performing customer service functions. Demonstrated scheduling or dispatching skills that would typically come from serving in a similar position for 1-2 years. Must be autonomous, organized, detail-oriented, and possess a strong ability to prioritize tasks. Must possess good customer service skills and the ability to communicate with all levels of individuals, recognizing the importance of serving both internal and external customers. Basic understanding of flight dispatching concepts and aviation terminology. Computer programs such as word processing, spreadsheets, basic database knowledge, and scheduling software. Knowledge of internal programs such as ERP and BART is an added plus. Concepts of budgeting and principles of cost billing.

MINIMUM QUALIFICATIONS

Education:

Bachelor'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 Support Specialist II OR Education & Experience Substitution:

3-4 years of progressive work experience (typically in Business Office Communications) with acquired knowledge at the level of an

Office Support Specialist II Certificates, Licenses, Registrations:

None

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 The Wyoming Department of Transportation is a

Drug-Free Workplace E-Verify:

WYDOT uses E-Verify, an Internet-based system, to confirm the eligibility of all newly hired employees to work in the United States. Learn more about E-Verify , including your rights and responsibilities Qualifying eligibility and criteria for the hiring bonus Temporary employees accepting a full-time position. Current employees accepting a promotional opportunity - recruitment must have been opened to the public. One year of service to WYDOT must be completed, failure to complete this requirement will forfeit the hiring incentive; funds will be recouped from final pay. Internal candidates would be required to remain in the position for a minimum of one (1) year from their promotion date. Employees would only be eligible for one (1) hiring bonus in a 12-month period. If the employee elects to downgrade through an active recruitment and/or appointment during the twelve (12) month period, they would be required to pay the bonus back. 045-Wyoming Department of Transportation - Aeronautics Click here to view the State of Wyoming Classification and Pay Structure. Click here to view the State of Wyoming total Compensation Calculator.

URL:

http://agency.governmentjobs.com/wyoming/default.cfm 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.