Executive Assistant

State Of Wyoming

Job Location:

Cheyenne, WY - USA

Hourly Salary: $ 27 - 30

Posted on: 8 days ago

Vacancies: 1 Vacancy

Job Summary

Description and Functions

Open Until Filled

GENERAL DESCRIPTION:

The BAAS07 Executive Assistant is responsible for providing executive-level administrative support to the Behavioral Health Divisions (Division) Senior Administrator and Operations Policy Tracking and Contracts (OPTC) Unit Manager. This position interacts with multiple Wyoming State Agencies the Governors 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 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.

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 457(b) plans that help you build a secure future
Flexible schedules and work-life balance options
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!

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Human Resource Contact:

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

Maintain confidentiality and HIPAA compliance. Provide administrative support to the Senior Administrator and OPTC Unit Manager. Manage the scheduling of the Administrators calendars including coordinating and making travel arrangements. Locate and assemble agendas and information for conferences and meetings. Coordinate a variety of advanced diversified and/or confidential administrative support functions including taking on various responsibilities to allow Administrators to focus on critical issues. Route documents and forms to the Administrators for signature ensuring necessary information has been provided.
Provide quality customer service to internal and external customers. Support 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 account to appropriate staff using independent judgment in responding to consumer complaints and requests. Investigate customer complaints and take necessary steps to resolve them. Develop and maintain working relationships with stakeholders and community providers. Disseminates and maintains Divisional and Wyoming Department of Health (Agency) information including new documents forms processes policies and procedures and other resources.
Review confidential essential correspondence documents forms and other communications for the Administrators signature or approval at times on extremely short deadlines. Ensure all finalized communications are free of errors maintain consistency align with Agency and Division formatting and language standards and comply with HIPAA regulations. Maintain proper electronic and physical files of all documents as required by federal and state retention regulations. Proofread and review communications as assigned. Provide administrative and general assistance throughout the Divisions contract process.
Support the OPTC Unit as a strong team player including phone coverage special projects training and other duties as assigned. Provide onboarding and offboarding transitional support to Division staff in collaboration with the OPTC Unit. Update the Division office map organization chart phone list and other documents every month or as needed.
Serve as a committee member on the Emergency Action Committee providing Division staff with information and resources. Submit building-related work orders as identified or requested. Manage office supplies and technological equipment maintaining inventory levels and organization. Complete general filing retrieve and sort all incoming and outgoing mail regularly. Use judgment in coordinating follow-ups and workflow to ensure timely completion of assignments advising the Administrators or OPTC Unit staff if significant problems arise.
Maintain and submit a monthly reconciliation log of purchases made using the purchase card (P-Card) including supporting documents and verification of payments made. Monitor fiscal documentation and track costs. Prepare and complete various payment forms to pay invoices such as Division membership dues. Complete other duties and special projects as assigned.

Qualifications

PREFERENCES:

Preferred qualifications include an Associates 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:

Ability to build and maintain working relationships and adapt to the Divisions 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:

Education:

Bachelors 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

Education & ExperienceSubstitution:

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

Necessary Special Requirements

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 Health is an E-Verify employer.

Supplemental Information

Clickhereto view the State of Wyoming Total Compensation Calculator.

Click here to view the State of Wyoming Classification and Pay Structure.

URL: 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.

Required Experience:

Description and FunctionsOpen Until FilledGENERAL DESCRIPTION:The BAAS07 Executive Assistant is responsible for providing executive-level administrative support to the Behavioral Health Divisions (Division) Senior Administrator and Operations Policy Tracking and Contracts (OPTC) Unit Manager. This p...