Business Office Coordinator

Oversight of HR Processes:

• Assist DHCF with confidential personnel issues and documentation; submit and monitor all required forms when new hires are needed in other Units; coordinate all reclassifications of HCF positions. Assist supervisors with job descriptions to ensure appropriate position class is 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 the fiscal office and HR of all Division terminations/new hires/position changes
• Coordination with all Pay Approval Forms
• 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 (one permanent state employee and three temporary employees).

• Support and perform the duties of office clerical staff when needed. Perform evaluations of permanent employees. This position educates administrative staff in their day-to-day 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 the WDH Directors office which may need direct program support or deeper explanation of the Medicaid program. This requires a high level of understanding of the organization and its practices as well as de-escalation of frustrated callers.

Contract Management:

• Procurement drafting and execution of approximately five small HCF contracts that this position manages. Point of contact for the 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.

Examples of possible contracts:

1) Temporary Staffing (examples include: Express Professional Services Adecco) Interview hire train and assign work to temporary employees at different levels to augment state staff.

2) Laramie County Community College Workforce development training and professional certification courses for HCF employees.

For contracts perform:

• Projection/payment communication
• Proper contract management of assigned contracts
• Payment of invoices.

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.

Office Logistics and New Employee Inprocessing/Outprocessing:

• Provide comprehensive administrative and clerical assistance to all DHCF staff including managing meeting room schedules formatting and executing correspondence and coordinating meeting logistics (food venue supplies). Assist with intra-office moves including the coordination and relocation of computer and printer equipment.

• Manage the in-processing of new employees ensuring timely setup with equipment door access and coordination with ETS and maintenance for efficient workspaces. Conduct track and ensure the timely completion of all new employee onboarding and outboarding processes.

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 planning for contract encumbrances for contracts this position manages and to review and update policies to ensure

• Medicaid expenses are properly documented for federal funding matches. This includes reviews of payroll and recruitments (send PAFs PM-20s 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.

Contract Coordination and Support:

• Serve as a backup to the Contracts coordination manager for Cobblestone tasks. Assist HCF programs with drafting and routing of contracts. Perform review and revisions of all contract documents for accuracy compliance with State policies and formatting.

This position reports directly to the Chief Policy Officer of the Division of Healthcare Financing.