Executive Assistant

GENERAL DESCRIPTION

The BAAS
07 Executive Assistant is responsible for providing executive-level administrative support to the Behavioral Health Division's Senior Administrator and Operations, Policy, Tracking, and Contracts (OPTC) Unit Manager. The 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, using experience, good judgment, and extensive time‑management skills to coordinate workflow and maintain daily duties.

• 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!

• Maintain confidentiality and HIPAA compliance; provide administrative support to the Senior Administrator and OPTC Unit Manager; manage 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; 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; investigate customer complaints and take necessary steps to resolve them; develop and maintain working relationships with stakeholders and community providers;
  
  disseminate and maintain Divisional and Wyoming Department of Health information.
• Review confidential, essential correspondence, documents, forms, and other communications for the Administrator’s signature or approval, often 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 monthly 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; 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.

Preferred qualifications include an associate’s degree with one to two years of progressive experience in business or office operations, or three to four…