Office Administrative Specialist II

The Wyoming Department of Health Aging Division is seeking a disciplined and detail-oriented professional to serve as an Office Administrative Specialist IIwithin the Healthcare Licensing and Surveys (HLS) Business Office and will perform executive/management administrative this capacity you will provide critical administrative oversight and technical support in a lead role to ensure the integrity of healthcare facility certifications and state licensure records. Primary responsibilities include monitoring and tracking mandatory federal and state timelines for facility surveys to ensure all regulatory documentation is processed within statutory deadlines. This role requires the maintenance of comprehensive electronic filing systems the execution of precise data entry and the performance of essential research to support provider certification records.

This position is also responsible for producing formal correspondence and specialized reports unique to the HLS mission necessitating a high degree of written precision and professional communication. As a representative of the Business Office you will facilitate efficient daily operations by performing receptionist duties providing management support and coordinating office-wide administrative tasks. The successful candidate will serve as a professional liaison for the agency utilizing excellent oral and written communication skills to interface effectively with department staff and external stakeholders.

HLS serves as the primary regulatory authority for licensed and certified healthcare facilities within the State of Wyoming. HLS is dedicated to protecting the health safety and welfare of residents and patients by ensuring all Medicare Medicaid and state-licensed providers adhere to established quality of care standards.

• Comprehensive health dental and vision insurance
• Paid vacation sick leave FMLA and holidays
• Retirement - Pension and 457B 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 oryou can watch this short video to learn about our benefit package!

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

• Leads in the management of the day-to-day operations of provider certification and licensure records.
• Monitors and tracks regulatory-mandated timelines for provider surveys and records.
• Enters data into a national survey database (ACO/ACTS/iQIES) for the federal government to track and monitor healthcare providers performance and regulatory compliance.
• Prepares travel vouchers in accordance with state and federal policies and procedures including budgetary breakouts. Assists with monitoring and scheduling of required permanently assigned vehicle maintenance needs. Also serves as a backup for tracking and maintaining electronic travel itineraries.
• Finalize correspondence for appropriate management staff within HLS in accordance with established standards office policies and guidelines.
• Performs receptionist services for HLS. This includes direct contact with healthcare customers providers concerned family members and friends.
• Processes provider staff changes and updates directories email lists and federal databases as needed.
• Lead responsible for maintenance and updating of the HLS website in accordance with established policies and procedures.
• Prepares and completes transmittal forms for Office of Administrative Hearing (OAH) requests.
• Assists and resolves minor internal computer/network problems.

PREFERENCES:

Preference will be given to applicants with two or more continuous years of receptionist and administrative support experience in a business office setting.
Preference will be given to applicants with two or more years of experience using Microsoft Office and Google Suite products.
Preference will be given to applicants with excellent organization multitasking and time management skills.
Preference will be given to applications with the ability to maintain and track various workflow processes. Preference will be given to applicants with accurate data entry skills.

KNOWLEDGE:

• Knowledge of applicable computer applications specifically Microsoft Office products and Google Suite.
• Knowledge of records processing and maintenance procedures and in the preparation of complicated documents.
• Knowledge and understanding of the agency and each respective division/program.
• Knowledge of applicable federal state and local laws codes regulations and policies technical processes and products related to the department.
• Knowledge of techniques for providing a higher level of customer service.
• Skills with accurate data entry.
• Ability to monitor and track multiple deadlines.

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 anE-Verify employer.
  

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.