Office Support Specialist II

Position: Office Support Specialist II 2025-03130

Office Support Specialist II

State of Wyoming | Open Until Filled

General Description

This position plays a key role in supporting the Board’s compliance and licensing functions. The role assists with receiving, processing, and investigating complaints involving physicians and physician assistants, and helps the licensing team review and process applications for licensure. The position also works closely with the Executive Director, providing support on special projects and assigned tasks.

Benefits

• 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!

ESSENTIAL FUNCTIONS

• Receptionist backup; second on the phones. Duties to provide additional phone or administrative support as needed or assigned.
• Handles complaint intake and evidence management to include receiving complaints against physicians and physician assistants; sending and managing correspondence in the disciplinary process, including with licensees, other health care providers, and complainants.
• Compile documentation requested of respondents, licensees, or others involved in an investigation received either by simple request or Administrative Subpoenas. These documents include, but are not limited to, patient medical files received from physicians' offices, extensive hospital records, and detailed Prescription Drug Monitoring Program (PDMP) reports from the Wyoming Board of Pharmacy. Organize, manage, and maintain voluminous case files. Scan, electronically Bates‑stamp (affix serial numbers), and organize all medical and other records received in disciplinary case files received from all parties, regardless of the size, volume, or media of the materials.
• Complete National Practitioner Data Base queries for investigations. Support the Board of Medicine Investigator with research, including but not limited to Medical and Legal, etc., to complete the necessary documentation and files as needed.
• Audits and compliance, including CME audits, "yes" answers to renewal attestation questions, etc. Maintain records, research, and update files according to compliance needs. Report issues, anomalies, or concerns to the Board of Medicine Investigator.
• Licensing System (GL) backup, including:
  Back-up point of contact with vendor; fulfill list requests.
• Fiscal Duties:
  Assist w/ fixed and non-fixed asset reports; daily and weekly bank deposits; gather data for monthly fiscal reports; update check log; complete monthly CR's (incl. access Transafe); complete weekly IMLC statements; assist with public records requests
• Assist licensing staff with NPDB queries and continuous query entries.
• Additional related duties as assigned.

Qualifications Preferences

• Preference may be given to those with WOLFS, State of Wyoming’s electronic accounting system, called the Wyoming Online Financial System or “WOLFS,” and/or knowledge of professional or occupational licensing processes and procedures.
• Preference may be given to those with an Associate Degree in Business.
• Preference may be given to those with 2-4 years of progressive work in business office communication.

Knowledge

• Knowledge of applicable computer applications.
• Knowledge of records processing and maintenance procedures and systems.
• Knowledge in the preparation of complicated documents.
• Knowledge and understanding of the agency and each respective division/program.
• Knowledge of WOLFS, the State of Wyoming’s electronic accounting system, called the Wyoming Online Financial System or “WOLFS”
• Knowledge of professional licensing.
• Knowledge of Microsoft Office products.

Minimum Qualifications

Associate's Degree (typically in Business)

Experience

0-2 years of progressive work experience (typically in Business Office Communications) with acquired knowledge at the level of an Office Support Specialist I

Education & Experience Substitution

2-4 years of progressive work experience (typically in Business Office Communications) with acquired knowledge at the level of an Office Support Specialist I

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

Additional Information

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.

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