Division Business Office Coordinator 2025-00782
Division Business Office Coordinator 2025-00782
Posted on :
10-04-2025
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1 Vacancy
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Job Description
Description and Functions
- Open Until Filled
GENERAL DESCRIPTION:
The Division Office Coordinator position assists the Division of Healthcare Financing (Medicaid and CHIP programs) in the management of all programs and projects including weekly reporting management of program website content processing all Division recruitments and human resource processes and supervision of the administrative team. The position also serves as a backup to the Contract Process Manager for processing and monitoring of all vendor/Division contracts. Ensure office management admin and clerical staff and processes are well organized and support the business operations.
Human Resource Contact:
ESSENTIAL FUNCTIONS: The listed functions are illustrative only and are not intended to describe every function that may be performed at the job level.- Communications and Web Page Monitoring: Distribute communications to all Division staff including weekly updates and other information. Responsible for updating the content of the internet and intranet websites for the Wyoming Medicaid program to include coordination with all Medicaid units and constant updates to ensure the site is accurate.
- Contracts: Backup for coordination of Medicaid contracts which includes monitoring contractual expenditures work plans cost containment development of program budget and analysis of program or project performance. Assist in the design of projects. Ensure that invoices are correct and approved and that payments are timely and accurate. Ensure that requests for proposals are completed timely and that contractors perform work as invoiced. Record and monitor activity in each contract and/or project to ensure available funding and timelines are met.
- Contract Coordination and Support:Serve as a backup to the Contracts coordination manager for Cobblestone tasks. Assist HCF programs with drafting contracts including provision requirements insurance verification Secretary of State and SAM verification and payment setup. Ensure contracts are receiving appropriate federal match rates. Perform review and revisions of all contract documents for accuracy compliance with State policies and formatting. Review and consolidate all OCIO and AG comments corrections and requests for clarification. Gathering of all supporting contract documents including previous amendments and original contracts directors memos fiscal documents insurance verifications SAM verifications Secretary of State business filing information bid exception approvals or procurement documents. This process involves multiple state agencies and multiple processes that occur at different points in the contract cycle.
This position creates highvolume contracts from templates created by the contracts coordination manager including AWEC contracts advisory group contracts and other lowdollar but highervolume contracts executed by DHCF. - Contract Management: Procurement drafting and of approximately five small HCF contracts that this position manages. Point of contact for Agency identity protection contract. Management of contract funds including tracking expenditures and ensuring payments are made under correct federal funding matches. Assign and oversee work or services performed by contractors. Assign budgets to HCF programs for contract work.
For contracts perform:- Projection/payment communication
- Proper contract management of assigned contracts
- Payment of invoices.
- Oversight of HR Processes: Assist DHCF with confidential personnel issues and documentation; Submit and monitor all forms required when new hires are needed in other Units; Coordinate all reclassifications of HCF positions. Assist supervisors with job descriptions to ensure appropriate position classes are being used and that federal funding matches for job duties are appropriate. Serve as the primary point of contact with WDH HR and A&I HR for the Division of Healthcare Financing. Included in discussions related to pay disciplinary actions and position allocation with the Division Senior Administrator and Deputy Administrator section administrators and supervisors.
Coordinate Payroll and Staffing items such as- Notification of fiscal office and HR of all Division terminations/new hires/position changes
- Coordination with all Pay Approval Forms (PAFs)/PM20s regardless of purpose new hire/reclassification/pay change)
- Notification of any reorgs/positions changing units
- Supervise Admin Team and Serve as Escalated Call Resolution: Supervise train hire assign and monitor the work of office clerical staff (two permanent state employees one AWEC employee and three temporary employees). Support and perform duties of office clerical staff when needed. Perform evaluations of permanent employees. This position educates administrative staff in their daytoday work. This position provides training to administrative staff in the use of new processes and documenting established processes related to specific positions. Develop and refine admin team processes.
Serves as the initial point of contact for escalated calls from the Medicaid front desk and WDH Directors office which may need direct program support or a deeper explanation of the Medicaid program. This requires a high level of understanding of the organization and its practices as well as deescalation of frustrated callers. - Purchasing Log Financial Reviews and Financial Approval Coordination: Sign off on purchasing card logs as admin staff supervisor. Coordinate regularly with the Medicaid fiscal manager to ensure compliance with policy plan for contract encumbrances for contracts this position manages and review and update policies to ensure Medicaid expenses are properly documented for federal funding matches. This includes reviews of payroll and recruitments (send PAFs PM20s to Fiscal manager) Telecom accounts office supply spending and travel expenditures.
- Equipment Orders Inventory and Software: Oversee purchases assignments movements and delegation of computer and peripheral equipment for the Division. Work with program staff to ensure their equipment and software needs are met. Assist with privacy review and approval of software purchases and subscriptions. Assign federal funding matches for all equipment and software purchases based on the work performed. Maintain equipment lists and upgrade schedule.
- Public Records Requests Congressional Inquiries and Governors office complaints: Receive route and review all information requests inquiries from Congresswoman Hagemans office and Governors office complaints. Ensure all responses are completed by the deadline and comply with regulations. Organize and provide redacted contract documents pursuant to the Wyoming Public Records Act. Review all responses for correct information proper formatting and relevance to the request.
- This position reports directly to the Deputy Division Administrator of the Division of Healthcare Financing.
Qualifications
PREFERENCES:
Three 3 years of experience in office management business accounting healthcare legal assistant or other experience consistent with the requirements and responsibilities of this position.
KNOWLEDGE:- Knowledge of state government functions and procedures; state and federal laws policies and procedures established for the work system; Medicaid law and regulatory structure including State and Federal Medicaid statutes State Medicaid Plan; regulations and policies.
- Knowledge of concepts principles and practices of professional health care administration office administration project management and budget control.
- Ability to create effective websites and publications ensuring programs and projects are presented accurately and appropriately utilizing technical expertise and coordinating with appropriate technical staff.
- Knowledge of State contract procurement process and administration.
- Knowledge of legal requirements and procedures relating to rule promulgation; and public hearings process.
- Skills in research and analysis of complex problems; identification of options and solutions; decision making and evaluation of results. Skills in management of detailed and complex projects and functional areas.
- Skill in interpersonal relations; teambuilding and consensusbuilding; goal setting; performance evaluation and individual motivation group dynamics negotiating and delegation.
- Skills in public speaking oral and written communication at a variety of levels and with multiple audiences.
- Ability to coordinate and motivate individuals and teams to undertake complex projects and achieve specific goals; monitor projects and keep teams on task provide leadership and guidance to a diverse staff and variety of stakeholders.
- Ability to balance multiple demands on time and resources when assigning projects or delegating responsibilities to employees or team members and deliver under tight deadlines.
- Ability to quickly identify problems; prioritize needs; research solutions; make decisions; and implement policies and processes in a timely responsive and costeffective manner.
- Skills in the use of Google productivity suite (Docs Sheets Drives) and Microsoft products (Word Excel).
- Skills in web page maintenance using common website editor tools.
MINIMUM QUALIFICATIONS:Education:Bachelors Degree (typically in Business)Experience:02 years of progressive work experience (typically in Business)OREducation & ExperienceSubstitution:35 years of progressive work experience (typically in Business)Certificates Licenses Registrations:NoneNecessary Special Requirements
PHYSICAL WORKING CONDITIONS:
- The employee may sit comfortably to perform the work; however there may be some walking standing bending carrying light items driving an automobile etc.
NOTES:- FLSA: NonExempt
- The Wyoming Department of Health is an EVerify employer.
Supplemental Information
048Wyoming Department of Health Division of Healthcare Financing
Click here to view the State of Wyoming Classification and Pay Structure.
Class Specifications are subject to change please refer to the A & I HRD Website to ensure that you have the most recent version.
Required Experience:
IC
Employment Type
Full-Time
Key Skills
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