Executive Assistant 2026-01638

About the role

The BAAS07 Executive Assistant provides executive-level administrative support to the Behavioral Health Division's (Division) Senior Administrator and Operations, Policy, Tracking, and Contracts (OPTC) Unit Manager. This role interacts with multiple Wyoming State Agencies, the Governor's Office, and members of the public. The Executive Assistant serves as a strong team player, supporting Division staff and participating in various administrative tasks.

Responsibilities

• 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.
• Cover phone and special projects for the OPTC Unit.
• Support Division staff with administrative functions, including answering questions, performing quality assurance checks, triaging calls and emails, investigating customer complaints, and disseminating Divisional and Wyoming Department of Health information.
• 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 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.

Qualifications

• PREFERENCES: 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: Bachelor's Degree (typically in Business); 0-1 year of progressive work experience (typically in Business Office Communications) with acquired knowledge at the level of an Office Support Specialist I; 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.
• Necessary Special Requirements: 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.