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. 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 supports other Division staff within 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

and MUCH MORE!  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: compensation calculator.wyo.gov

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• 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. Disseminate and maintain 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 off‑boarding 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…