Business Office Coordinator

General Description

The Division Office Coordinator position assists the Division of Healthcare Financing (Medicaid and CHIP programs) in the management of all programs and projects, including weekly reporting, management of program website content, processing all Division recruitments and human resource processes, and supervision of the administrative team. The position also serves as a backup to the Contract Process Manager for the processing and monitoring of all vendor/Division contracts.

Ensure office management, admin, and clerical staff and processes are well organized and support the business operations.

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

• Oversight Of HR Processes
• Coordinate Payroll and Staffing items, such as notifications to the fiscal office and HR of terminations/new hires/position changes; coordination with Pay Approval Forms; notification of reorganizations/position changes
• Supervise Admin Team and serve as escalated call resolution
• Contract Management: procurement, drafting, and execution of contracts; budget management and payments under correct federal funding matches; assign and oversee work by contractors
• Examples Of Possible Contracts: temporary staffing, workforce development, training, and professional certification courses
• Public Records Requests, Congressional Inquiries, and Governor’s office complaints: receive, route, review information requests and ensure timely responses compliant with regulations; provide redacted contract documents as needed
• Office Logistics And New Employee In processing/Outprocessing: manage meeting logistics, onboarding/offboarding, and workspace coordination
• Purchasing Log, Financial Reviews And Financial Approval Coordination: sign off on purchasing logs, ensure compliance with policy, review Medicaid expenses for federal funding matches
• Equipment Orders, Inventory And Software: oversee equipment purchases, ensure needs are met, privacy review of software purchases, assign federal funding matches
• Contract Coordination, And Support: backup to Contracts coordination manager; assist with drafting and routing contracts; review for accuracy and compliance

This position reports directly to the Chief Policy Officer of the Division of Healthcare Financing.

Preferences
:
Three (3) years of experience in office management, business, accounting, healthcare, legal assistant, or related fields.

Knowledge

• Knowledge of state government functions and procedures;
  Medicaid laws and regulatory structure; state and federal Medicaid statutes, plan, regulations and policies
• Knowledge of health care administration, office administration, project management, and budget control
• Ability to create effective websites and publications with appropriate coordination
• Knowledge of state contract procurement process and administration
• Knowledge of legal requirements and procedures relating to rule promulgation and public hearings
• Skills in research, analysis, problem solving, and managing detailed projects
• Interpersonal, team-building, consensus-building, performance evaluation, and delegation skills
• Public speaking and written communication across audiences
• Ability to motivate teams, manage multiple projects, and meet deadlines
• Ability to quickly identify problems, research solutions, and implement policies and processes
• Proficiency with Google Workspace and Microsoft Office

Education

MINIMUM QUALIFICATIONS:

Bachelor’s Degree (typically in Business)

Experience

0-2 years of progressive work experience (typically in Business) OR 3-5 years with Education & Experience Substitution

Certificates, Licenses, Registrations
None

• The employee may sit comfortably to perform the work; some walking, standing, bending, carrying light items, driving a vehicle, etc.

• FLSA:
  Non-Exempt
• The Wyoming Department of Health is an E-Verify employer.

Includes links and notices about total compensation, classification and pay structure, and general State information. For example, visit the State of Wyoming Total Compensation Calculator and the Classification and Pay Structure for more detail. The State of Wyoming is an Equal Opportunity Employer and supports the ADA with reasonable accommodations.

The State provides veteran’s preference disclosures and related documentation requirements as applicable. Questions related to veterans’ preference should be directed to the appropriate HR contact at the agency.