Office Administrative Specialist II 2026-01575

State of Wyoming•Cheyenne, WY

6d•Onsite

About The Position

The Wyoming Department of Health, Aging Division, is seeking a disciplined and detail-oriented professional to serve as an Office Administrative Specialist II within the Healthcare Licensing and Surveys (HLS) Business Office. This role performs executive/management administrative duties, providing critical administrative oversight and technical support in a lead role to ensure the integrity of healthcare facility certifications and state licensure records. Primary responsibilities include monitoring and tracking mandatory federal and state timelines for facility surveys to ensure all regulatory documentation is processed within statutory deadlines. This role requires the maintenance of comprehensive electronic filing systems, the execution of precise data entry, and the performance of essential research to support provider certification records. This position is also responsible for producing formal correspondence and specialized reports unique to the HLS mission, necessitating a high degree of written precision and professional communication. As a representative of the Business Office, you will facilitate efficient daily operations by performing receptionist duties, providing management support, and coordinating office-wide administrative tasks. The successful candidate will serve as a professional liaison for the agency, utilizing excellent oral and written communication skills to interface effectively with department staff and external stakeholders. HLS serves as the primary regulatory authority for licensed and certified healthcare facilities within the State of Wyoming. HLS is dedicated to protecting the health, safety, and welfare of residents and patients by ensuring all Medicare, Medicaid, and state-licensed providers adhere to established quality of care standards.

Requirements

Associate's Degree (typically in Business)
0-2 years of progressive work experience (typically in Business Office Communications) with acquired knowledge at the level of an Office Support Specialist I
OR 2-4 years of progressive work experience (typically in Business Office Communications) with acquired knowledge at the level of an Office Support Specialist I
Knowledge of applicable computer applications, specifically Microsoft Office products and Google Suite.
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 applicable federal, state, and local laws, codes, regulations, and policies, technical processes, and products related to the department.
Knowledge of techniques for providing a higher level of customer service.
Skills with accurate data entry.
Ability to monitor and track multiple deadlines.

Nice To Haves

Two or more continuous years of receptionist and administrative support experience in a business office setting.
Two or more years of experience using Microsoft Office and Google Suite products.
Excellent organization, multitasking, and time management skills.
Ability to maintain and track various workflow processes.
Accurate data entry skills.

Responsibilities

Leads in the management of the day-to-day operations of provider certification and licensure records.
Monitors and tracks regulatory-mandated timelines for provider surveys and records.
Enters data into a national survey database (ACO/ACTS/iQIES), for the federal government to track and monitor healthcare providers' performance and regulatory compliance.
Prepares travel vouchers in accordance with state and federal policies and procedures, including budgetary breakouts.
Assists with monitoring and scheduling of required permanently assigned vehicle maintenance needs.
Serves as a backup for tracking and maintaining electronic travel itineraries.
Finalizes correspondence for appropriate management staff within HLS in accordance with established standards, office policies, and guidelines.
Performs receptionist services for HLS, including direct contact with healthcare customers, providers, concerned family members, and friends.
Processes provider staff changes and updates directories, email lists, and federal databases as needed.
Lead responsible for maintenance and updating of the HLS website in accordance with established policies and procedures.
Prepares and completes transmittal forms for Office of Administrative Hearing (OAH) requests.
Assists and resolves minor internal computer/network problems.