Administrative Services Specialist 2026-01443

Description and Functions

The Wyoming Military Department is seeking an Administrative Services Specialist to oversee and coordinate mailroom operations, distribution services, and administrative support functions. This position is responsible for the timely and accurate processing of incoming and outgoing mail, managing reprographics and printing services, and maintaining inventories of official publications and records. As a key member of the administrative team, this position plays a vital role in ensuring the efficient flow of information, correspondence, and administrative materials throughout the organization.

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

• Provides comprehensive mail management, including the sorting, processing, and distribution of all incoming, outgoing, and inter-office mail.
• Operates and maintains mailroom equipment, such as postage meters and scanners.
• Manages the department’s printing and reprographics program; coordinates with vendors and ensures services meet state and federal guidelines.
• Oversees the department's publications, forms, and official records, managing inventory, supply, and distribution.
• Affords assistance in developing and implementing policies and procedures for mailroom operations and other administrative functions to improve efficiency.
• Serves as the primary point of contact for all mail and distribution-related inquiries.
• Maintains detailed records and prepares monthly reports on postage, shipping, and other administrative activities.

  Qualifications

  • PREFERENCES:
    • Familiarity with the structure and operations of the Army National Guard is a significant plus.
  • KNOWLEDGE:
    • Knowledge of administrative principles, particularly in mail, records, and publications management.
    • Knowledge of domestic and international mail regulations and procedures.
    • Ability to independently plan, organize, and execute administrative responsibilities.
    • Knowledge of and ability to interpret and apply relevant state and federal regulations.
    • Strong professional communication skills to establish effective working relationships.
    • Proficiency in using mail management software, such as Pitney Bowes and AMPS (Automated Military Postal System).
    • Proficiency in using office equipment and computer systems for mail and administrative tasks.
  • MINIMUM QUALIFICATIONS:
    • Education: Bachelor's Degree (typically in Records or Data Management).
    • Experience: 0-3 years of progressive work experience in (typically in Records and Data Management) with acquired knowledge at the level of a Records & Data Management Specialist IIO.
    • Education & Experience Substitution: 4-6 years of progressive work experience in (typically in Records and Data Management) with acquired knowledge at the level of a Records & Data Management Specialist II.
    • Certificates, Licenses, Registrations: None.

  Necessary Special Requirements

  • PHYSICAL WORKING CONDITIONS:
    • Work is primarily performed in a climate-controlled office setting. However, the position requires daily travel between buildings to deliver mail, involving exposure to outdoor weather conditions and walking.
    • Employee must be able to lift up to 50 lbs.
    • A valid Wyoming driver’s license is required.