Administrative Assistant

Administrative Assistant

At the Wyoming Life Resource Center (WLRC), we help people with disabilities live full, happy lives. We are looking for a highly organized, friendly professional to join us as an Administrative Assistant.

This isn't just an office job; you are the "glue" that holds our center together. In this vital role, you will provide day-to-day support across all our departments, ensuring our staff have exactly what they need to give our residents the best care possible. You will manage important records, coordinate communications, and keep our offices running smoothly so that our clinical teams can focus on what matters most, our residents. Your attention to detail and your welcoming smile will be the first things people notice when they walk through our doors.

If you are excited to use your skills for a meaningful purpose and join a team that truly makes a difference, apply to be an Administrative Assistant at WLRC!

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 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, or you can watch this short video to learn about our benefit package!

Want to see the full value of your compensation beyond salary?

Explore our Total Compensation Calculator: compensationcalculator.wyo.gov

Human Resource Contact: Tammy / View phone number on click.appcast.io / View email address on click.appcast.io

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

• Provide essential administrative support to all campus departments, assisting the Executive Assistant to the Facility Administrator as needed.
• Perform all core clerical duties, including efficient data entry, filing, copying, and managing office supplies.
• Handle all mail processes, including preparing outgoing mail, sorting incoming mail, and operating the postage meter.
• Manage a multi-line telephone system, directing calls and taking accurate messages for staff.
• Transcribe and organize recorded meeting minutes for various departments.
• Serve as the primary point of information and assistance for visitors and employees regarding work systems, activities, and procedures.
• Plan, coordinate, and schedule appointments, events, and meetings for multiple staff members and departments.
• Deliver a high level of customer service when interacting with residents, staff, visitors, and the public.
• Effectively and appropriately handle confidential and protected information.
• Act as the primary backup person for the Admissions and Discharge Coordinator. This requires the ability to quickly acquire and perform all processes related to pre-admission, discharge, and follow-up for our Intermediate Care Facility (ICF) and Skilled Nursing Facility (SNF) residents, with a focus on adherence to resident rights and regulations.
• Other duties as assigned.

Preference may be given to applicants with two or more years of administrative support experience. Experience taking and organizing meeting minutes, operation of a multi-line telephone system, and experience with Microsoft Office and Google Suite products is a plus.

Knowledge:

• Regulatory Awareness: Familiarity with applicable federal, state, and local laws, codes, regulations and policies, technical processes, and procedures related to the department. Specific knowledge of ICF and SNF regulations centered on admissions, discharges, transfers, and resident rights is preferred.
• Exceptional Organization: Proven ability to organize, prioritize, and manage a high-volume workload effectively.
• Technology Proficiency: Demonstrated skills and proficiency with Google Suite and Microsoft products. Experience with audio and video conferencing systems is a plus.
• Ability to appropriately handle confidential and protected information.
• Communication: Strong skills in both oral and written communication to effectively interact with a diverse group of staff, residents and the public.
• Customer Service Excellence: Knowledge of techniques for providing high-level customer service in a professional setting.
• Behavioral Skills: Ability to interact and perform work in the presence of WLRC residents, including those who may display challenging behaviors.

Minimum Qualifications:

Education: Associate's 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 Assistant I OR

Education & Experience Substitution: 2-4 years of progressive work experience (typically in Business Office Communications) with acquired knowledge at the level of an Office Assistant I

Certificates, Licenses, Registrations: None

Physical Working Conditions:

• The employee sits comfortably to perform the work; however, the role involves some walking, standing, bending, and carrying light items.
• Must be able to interact with and perform work in the presence of facility residents, including those who have aggressive and challenging behaviors.

Notes:

• FLSA: Non-Exempt
• The Wyoming Life Resource Center participates in E-Verify. We will provide the Social Security Administration, and if necessary, the Department of Homeland Security, with information from each new employee's Form I-9 to confirm work authorization. Please note that we do not use this information to pre-screen job applicants.
• A background check, including the taking of fingerprints, will be completed through the Wyoming Department of Criminal Investigation, Department of Family Services, and the F.B.I. for every successful applicant.
• Pre-employment drug and alcohol testing will be conducted on safety-sensitive positions. Drug testing will be conducted on any position if reasonable suspicion exists.
• The Wyoming Department of Health offers an excellent benefits package, including medical/dental/vision/life insurance, paid vacation and sick leave, paid holidays, a state retirement plan, a deferred compensation program, and longevity pay.

The 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.