Executive Assistant

Executive Assistant

Open Until Filled

General Description:

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

Human Resource Contact: View email address on click.appcast.io

Essential Functions:

• 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 "BHD.mail" 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 Administrator's 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 Division's 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.

Preferences: Preferred qualifications include an Associate's 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 Division's 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: Bachelor'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 Support Specialist II OR Education & Experience Substitution: 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

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.