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Executive Assistant
The BAAS07 Executive Assistant is responsible for providing executive-level administrative support to the Behavioral Health Division's (Division) Senior Administrator and OPTC Unit Manager. This position interacts with multiple Wyoming State Agencies, the Governor's Office, and members of the public. This role serves as a strong team player and provides support to other Division staff, as part of the Operations, Policy, Tracking, and Contracts (OPTC) unit. The Executive Assistant provides a wide variety of complex and confidential administrative support daily, and uses experience, good judgment, and extensive time management skills to coordinate workflow and maintain daily duties. Essential functions include: Maintaining confidentiality and HIPAA compliance. Providing administrative support to the Senior Administrator and OPTC Unit Manager. Managing the scheduling of the Administrators' calendars, including coordinating and making travel arrangements. Locating and assembling agendas and information for conferences and meetings. Coordinating a variety of advanced, diversified, and/or confidential administrative support functions, including taking on various responsibilities to allow Administrators to focus on critical issues. Routing documents and forms to the Administrators for signature, ensuring necessary information has been provided. Providing quality customer service to internal and external customers. Supporting Division staff with administrative functions, including answering questions regarding processes, policies, and procedures, and performing quality assurance checks on documents and forms as needed. Triage calls and emails received in the general "BHD.mail" account to appropriate staff, using independent judgment in responding to consumer complaints and requests. Investigating customer complaints and taking necessary steps to resolve them. Developing and maintaining working relationships with stakeholders and community providers. Disseminating and maintaining Divisional and Wyoming Department of Health (Agency) information, including new documents, forms, processes, policies, and procedures, and other resources. Reviewing confidential, essential correspondence, documents, forms, and other communications for the Administrator's signature or approval, at times on extremely short deadlines. Ensuring all finalized communications are free of errors, maintain consistency, align with Agency and Division formatting and language standards, and comply with HIPAA regulations. Maintaining proper electronic and physical files of all documents, as required by federal and state retention regulations. Proofreading and reviewing communications as assigned. Providing administrative and general assistance throughout the Division's contract process. Supporting the OPTC Unit as a strong team player, including phone coverage, special projects, training, and other duties as assigned. Providing onboarding and offboarding transitional support to Division staff, in collaboration with the OPTC Unit. Updating the Division office map, organization chart, phone list, and other documents every month, or as needed. Serving as a committee member on the Emergency Action Committee, providing Division staff with information and resources. Submitting building-related work orders as identified or requested. Managing office supplies and technological equipment, maintaining inventory levels and organization. Completing general filing, retrieve, and sort all incoming and outgoing mail regularly. Using judgment in coordinating follow-ups and workflow to ensure timely completion of assignments, advising the Administrators or OPTC Unit staff if significant problems arise. Maintaining and submitting a monthly reconciliation log of purchases made using the purchase card (P-Card), including supporting documents and verification of payments made. Monitoring fiscal documentation and tracking costs. Preparing and completing various payment forms to pay invoices, such as Division membership dues. Completing other duties and special projects as assigned. Preferred qualifications include an Associate's degree with one to two years of progressive experience in business or office operations, or three to four years of progressive business or office work experience. Knowledge and skills required include: Ability to build and maintain working relationships and adapt to the Division's changing needs. Ability to complete detailed tasks accurately and determine deadlines with limited assistance. Ability to provide excellent customer service to external and internal customers. Ability to work effectively within a team, independently with minimal supervision, and under pressure. Ability to work on confidential material with absolute discretion. Knowledge of budgets and operations. Knowledge of office organization, methods, practices, and standards. Skill in attention to detail, multi-tasking, organization, and prioritizing multiple tasks. Skill in composing, editing, and proofreading written material, and note-taking. Skill in decision making, performance management, problem analysis, and quality improvement. Skill in organization, scheduling, and time management in a fast-paced environment. Skill in the operation of personal computers and related software, including Google Suite and Microsoft Office. Minimum qualifications include a Bachelor's Degree (typically in Business) and 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 3-4 years of progressive work experience (typically in Business Office Communications) with acquired knowledge at the level of an Office Support Specialist II. Physical working conditions typically include sitting comfortably to perform the work, with some walking, standing, bending, carrying light items, and driving an automobile. The Wyoming Department of Health is an E-Verify employer.
The BAAS07 Executive Assistant is responsible for providing executive-level administrative support to the Behavioral Health Division's (Division) Senior Administrator and OPTC Unit Manager. This position interacts with multiple Wyoming State Agencies, the Governor's Office, and members of the public. This role serves as a strong team player and provides support to other Division staff, as part of the Operations, Policy, Tracking, and Contracts (OPTC) unit. The Executive Assistant provides a wide variety of complex and confidential administrative support daily, and uses experience, good judgment, and extensive time management skills to coordinate workflow and maintain daily duties. Essential functions include: Maintaining confidentiality and HIPAA compliance. Providing administrative support to the Senior Administrator and OPTC Unit Manager. Managing the scheduling of the Administrators' calendars, including coordinating and making travel arrangements. Locating and assembling agendas and information for conferences and meetings. Coordinating a variety of advanced, diversified, and/or confidential administrative support functions, including taking on various responsibilities to allow Administrators to focus on critical issues. Routing documents and forms to the Administrators for signature, ensuring necessary information has been provided. Providing quality customer service to internal and external customers. Supporting Division staff with administrative functions, including answering questions regarding processes, policies, and procedures, and performing quality assurance checks on documents and forms as needed. Triage calls and emails received in the general "BHD.mail" account to appropriate staff, using independent judgment in responding to consumer complaints and requests. Investigating customer complaints and taking necessary steps to resolve them. Developing and maintaining working relationships with stakeholders and community providers. Disseminating and maintaining Divisional and Wyoming Department of Health (Agency) information, including new documents, forms, processes, policies, and procedures, and other resources. Reviewing confidential, essential correspondence, documents, forms, and other communications for the Administrator's signature or approval, at times on extremely short deadlines. Ensuring all finalized communications are free of errors, maintain consistency, align with Agency and Division formatting and language standards, and comply with HIPAA regulations. Maintaining proper electronic and physical files of all documents, as required by federal and state retention regulations. Proofreading and reviewing communications as assigned. Providing administrative and general assistance throughout the Division's contract process. Supporting the OPTC Unit as a strong team player, including phone coverage, special projects, training, and other duties as assigned. Providing onboarding and offboarding transitional support to Division staff, in collaboration with the OPTC Unit. Updating the Division office map, organization chart, phone list, and other documents every month, or as needed. Serving as a committee member on the Emergency Action Committee, providing Division staff with information and resources. Submitting building-related work orders as identified or requested. Managing office supplies and technological equipment, maintaining inventory levels and organization. Completing general filing, retrieve, and sort all incoming and outgoing mail regularly. Using judgment in coordinating follow-ups and workflow to ensure timely completion of assignments, advising the Administrators or OPTC Unit staff if significant problems arise. Maintaining and submitting a monthly reconciliation log of purchases made using the purchase card (P-Card), including supporting documents and verification of payments made. Monitoring fiscal documentation and tracking costs. Preparing and completing various payment forms to pay invoices, such as Division membership dues. Completing other duties and special projects as assigned. Preferred qualifications include an Associate's degree with one to two years of progressive experience in business or office operations, or three to four years of progressive business or office work experience. Knowledge and skills required include: Ability to build and maintain working relationships and adapt to the Division's changing needs. Ability to complete detailed tasks accurately and determine deadlines with limited assistance. Ability to provide excellent customer service to external and internal customers. Ability to work effectively within a team, independently with minimal supervision, and under pressure. Ability to work on confidential material with absolute discretion. Knowledge of budgets and operations. Knowledge of office organization, methods, practices, and standards. Skill in attention to detail, multi-tasking, organization, and prioritizing multiple tasks. Skill in composing, editing, and proofreading written material, and note-taking. Skill in decision making, performance management, problem analysis, and quality improvement. Skill in organization, scheduling, and time management in a fast-paced environment. Skill in the operation of personal computers and related software, including Google Suite and Microsoft Office. Minimum qualifications include a Bachelor's Degree (typically in Business) and 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 3-4 years of progressive work experience (typically in Business Office Communications) with acquired knowledge at the level of an Office Support Specialist II. Physical working conditions typically include sitting comfortably to perform the work, with some walking, standing, bending, carrying light items, and driving an automobile. The Wyoming Department of Health is an E-Verify employer.