Overview
Secretary/Receptionist Jobs in Kalamazoo, MI at Woodwork Specialties Co.
Description and Functions
Open Until Filled
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 back-up to the Contract Process Manager for 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.
Human Resource Contact: [email protected]
ESSENTIAL FUNCTIONS: The listed functions are illustrative only and are not intended to describe every function that may be performed at the job level.
Communications and Web Page Monitoring: Distribute communications to all Division staff including weekly updates and other information. Responsible for updating the content of the internet and intranet websites for the Wyoming Medicaid program to include coordination with all Medicaid units, and constant updates to ensure the site is accurate.
Contracts: Backup for coordination of Medicaid contracts which includes monitoring contractual expenditures, work plans, cost containment, development of program budget, and analysis of program or project performance. Assist in the design of projects. Ensure that invoices are correct, and approved and that payments are timely and accurate. Ensure that requests for proposals are completed timely and that contractors perform work as invoiced. Record and monitor activity in each contract and/or project to ensure available funding and timelines are met.
Contract Coordination, and Support: Serve as a backup to the Contracts coordination manager for Cobblestone tasks. Assist HCF programs with drafting contracts, including provision requirements, insurance verification, Secretary of State and SAM.gov verification, and payment setup. Ensure contracts are receiving appropriate federal match rates. Perform review and revisions of all contract documents for accuracy, compliance with State policies, and formatting. Review and consolidate all OCIO and AG comments, corrections, and requests for clarification. Gathering of all supporting contract documents, including previous amendments and original contracts, director’s memos, fiscal documents, insurance verifications, SAM.gov verifications, Secretary of State business filing information, bid exception approvals, or procurement documents. This process involves multiple state agencies and multiple processes that occur at different points in the contract cycle.
This position creates high-volume contracts from templates created by the contracts coordination manager, including AWEC contracts, advisory group contracts, and other low-dollar but higher-volume contracts executed by DHCF.
Contract Management: Procurement, drafting, and execution of approximately five small HCF contracts that this position manages. Point of contact for Agency identity protection contract. Management of contract funds, including tracking expenditures, and ensuring payments are made under correct federal funding matches. Assign and oversee work or services performed by contractors. Assign budgets to HCF programs for contract work.
For contracts perform:
Projection/payment communication
Proper contract management of assigned contracts
Payment of invoices.
Oversight of HR Processes: Assist DHCF with confidential personnel issues and documentation; Submit and monitor all forms required when new hires are needed in other Units; Coordinate all reclassifications of HCF positions. Assist supervisors with job descriptions to ensure appropriate position classes are being used, and that federal funding matches for job duties are appropriate. Serve as the primary point of contact with WDH HR and A&I HR for the Division of Healthcare Financing. Included in discussions related to pay, disciplinary actions, and position allocation with the Division Senior Administrator and Deputy Administrator, section administrators, and supervisors.
Coordinate Payroll and Staffing items such as
Notification of fiscal office and HR of all Division terminations/new hires/position changes
Coordination with all Pay Approval Forms (PAFs)/PM20s regardless of purpose new hire/reclassification/pay change)
Notification of any reorgs/positions changing units
Supervise Admin Team and Serve as Escalated Call Resolution: Supervise, train, hire, assign, and monitor the work of office clerical staff (two permanent state employees, one AWEC employee, and three temporary employees). Support and perform duties of office clerical staff when needed. Perform evaluations of permanent employees. This position educates administrative staff in their day-to-day work. This position provides training to administrative staff in the use of new processes and documenting established processes related to specific positions. Develop and refine admin team processes.
Serves as the initial point of contact for escalated calls from the Medicaid front desk and WDH Director’s office, which may need direct program support or a deeper explanation of the Medicaid program. This requires a high level of understanding of the organization and its practices, as well as de-escalation of frustrated callers.
Purchasing Log, Financial Reviews, and Financial Approval Coordination: Sign off on purchasing card logs as admin staff supervisor. Coordinate regularly with the Medicaid fiscal manager to ensure compliance with policy, plan for contract encumbrances for contracts this position manages, and review and update policies to ensure Medicaid expenses are properly documented for federal funding matches. This includes reviews of payroll and recruitments (send PAFs, PM-20s to Fiscal manager), Telecom accounts, office supply spending, and travel expenditures.
Equipment Orders, Inventory, and Software: Oversee purchases, assignments, movements, and delegation of computer and peripheral equipment for the Division. Work with program staff to ensure their equipment and software needs are met. Assist with privacy review and approval of software purchases and subscriptions. Assign federal funding matches for all equipment and software purchases based on the work performed. Maintain equipment lists and upgrade schedule.
Public Records Requests, Congressional Inquiries, and Governor’s office complaints: Receive, route, and review all information requests, inquiries from Congresswoman Hageman’s office, and Governor’s office complaints. Ensure all responses are completed by the deadline and comply with regulations. Organize and provide redacted contract documents pursuant to the Wyoming Public Records Act. Review all responses for correct information, proper formatting, and relevance to the request.
This position reports directly to the Deputy Division Administrator of the Division of Healthcare Financing.
Qualifications
PREFERENCES:
Three (3) years of experience in office management, business, accounting, healthcare, legal assistant, or other experience consistent with the requirements and responsibilities of this position.
KNOWLEDGE:
Knowledge of state government functions and procedures; state and federal laws, policies, and procedures established for the work system; Medicaid law and regulatory structure including State and Federal Medicaid statutes, State Medicaid Plan; regulations, and policies.
Knowledge of concepts, principles, and practices of professional health care administration, office administration, project management, and budget control.
Ability to create effective websites and publications, ensuring programs and projects are presented accurately and appropriately utilizing technical expertise and coordinating with appropriate technical staff.
Knowledge of State contract procurement process and administration.
Knowledge of legal requirements and procedures relating to rule promulgation; and public hearings process.
Skills in research and analysis of complex problems; identification of options and solutions; decision making and evaluation of results. Skills in management of detailed and complex projects and functional areas.
Skill in interpersonal relations; team-building and consensus-building; goal setting; performance evaluation and individual motivation, group dynamics, negotiating, and delegation.
Skills in public speaking, oral and written communication at a variety of levels and with multiple audiences.
Ability to coordinate and motivate individuals and teams to undertake complex projects and achieve specific goals; monitor projects and keep teams on task, provide leadership and guidance to a diverse staff and variety of stakeholders.
Ability to balance multiple demands on time and resources when assigning projects or delegating responsibilities to employees or team members and deliver under tight deadlines.
Ability to quickly identify problems; prioritize needs; research solutions; make decisions; and implement policies and processes in a timely, responsive, and cost-effective manner.
Skills in the use of Google productivity suite (Docs, Sheets, Drives) and Microsoft products (Word, Excel).
Skills in web page maintenance using common website editor tools.
MINIMUM QUALIFICATIONS:
Education:
Bachelor’s Degree (typically in Business)
Experience:
0-2 years of progressive work experience (typically in Business)
OR
Education & Experience Substitution:
3-5 years of progressive work experience (typically in Business)
Certificates, Licenses, Registrations:
None
Necessary Special Requirements
PHYSICAL WORKING CONDITIONS:
The employee may sit comfortably to perform the work; however, there may be some walking, standing, bending, carrying light items, driving an automobile, etc.
NOTES:
FLSA: Non-Exempt
The Wyoming Department of Health is an E-Verify employer.
Supplemental Information
048-Wyoming Department of Health – Division of Healthcare Financing
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.
Working for the State of Wyoming provides employees with a range of valuable benefits and offers a fulfilling career path. Employees enjoy comprehensive healthcare coverage, including medical, dental, and vision plans, ensuring their well-being and that of their families. Additionally, the state offers multiple retirement plans, which provide financial security and stability for employees once their career in public services comes to an end. the state recognizes the importance of personal time and offers generous paid time off and flexible arrangements, allowing employees to recharge, take care of personal matters, and maintain a healthy work-life integration.
There are many benefits to living and working in Wyoming. Beautiful country with wide-open spaces, clean air, great recreational activities, and no State income tax to mention a few!
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Title: Secretary/Receptionist
Company: Woodwork Specialties Co.
Location: Kalamazoo, MI
