Office Assistant I

Description and Functions

GENERAL DESCRIPTION:

The Wyoming Retirement Center is seeking a qualified individual to fill the position of Office Assistant. This position performs a variety of office assistant services for the Facility's Health Information and Human Resources Departments. This position also serves as an alternate receptionist for the Administrative Assistant in the Administrative Office, as needed.

• Performs routine office duties, including preparation of form letters, proofreading and editing routine correspondence, revising and updating Human Resource forms.

• Maintains, organizes the personnel files.

• Assists in onboarding new employees by fingerprinting, preparing, and reviewing new employee paperwork.

• Submits data from the KRONOS payroll file to CMS and performs manual data entries into the CMS Payroll-Based Journal system.

• Provides customer service to employees regarding basic insurance, retirement, and payroll questions.

• Files clinical information and purges active health records per facility protocol. Assists Health Information Manager in printing out health record forms and end-of-month medication/treatment administration records, resident care flowsheets, etc.

• Serves as an alternate receptionist in the absence of the Administrative Assistant by answering multi-line phone with professionalism.

• Greets and assists the public, residents, and employees in a positive and professional manner.

• Refers public, residents, and employees to appropriate staff member(s) for assistance.

Qualifications

PREFERENCES:

Preference may be given to individuals with prior experience in health information or human resources.

• Knowledge of skills used in greeting the public, residents, and employees in a friendly, professional manner.

• Knowledge of administrative responsibilities.

• Knowledge of computer applications, especially Microsoft and Google programs.

• Knowledge of skills needed to work under deadlines set by management.

• Knowledge of techniques and methods for producing written documents.

• Knowledge of skills used in managing multiple tasks.

• Knowledge of skills necessary to take direction from supervisor and efficiently follow that direction.

• Knowledge of skills used in organization and time management.

• Knowledge of skills necessary to read and comprehend State of Wyoming Policies and Procedures.

• Knowledge of skills used to function without constant supervision.

• Knowledge of data input procedures, filing methods.

• Knowledge of skills required to pay close attention to details.

• Knowledge of and ability to keep personnel information and health information in the strictest confidence.

MINIMUM QUALIFICATIONS:

Education:

High School Diploma

Experience:

0-2 years of progressive work experience (typically in Business Office Communications)

OR

Education & Experience Substitution:

1-3 years of progressive work experience (typically in Business Office Communications)

Certificates, Licenses, Registrations:

None

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.

• Ability to lift up to 25 pounds, sit for extended periods, and make repetitive motions.

NOTES:

• FLSA: Non-exempt

• Position is full-time

• A background information check, including taking of fingerprints, will be completed through the Wyoming Division of Criminal Investigation, the Wyoming Department of Family Services, and the Federal Bureau of Investigation for every successful applicant.

• For the health and protection of the persons we care for, annual influenza vaccination is required as well as annual testing for tuberculosis.

• Pre-employment drug and alcohol testing will be conducted on safety-sensitive positions (direct patient care positions are considered safety-sensitive). Drug and alcohol testing will be conducted on any positions if reasonable suspicion exists.

• The Wyoming Department of Health is an E-Verify Employer.

Supplemental Information

048-Wyoming Department of Health - Aging Division - Wyoming Retirement Center

Visit us online at: https://health.wyo.gov/aging/retirementcenter/

Click here to view the State of Wyoming Classification and Pay Structure.

URL: http://agency.governmentjobs.com/wyoming/default.cfm

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.