Washington State Health Care Authority

Administrative Assistant 3 (AA3/DBHR) – Internal

Olympia, WA, US$48,048-$64,512Posted 3 days ago

RemoteFull-Time Administrative Assistant Operations Assistant $50k-$74k Washington

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Job Description

Description

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Administrative Assistant 3 – Internal

*This is a full-time, permanent, hybrid position based in Olympia, WA requiring 2 days a week on site.*

*This opportunity is internal and only available to current HCA employees.* All HCA employees are required to be Washington state residents upon their first day of employment.

The Opportunity

Be the organizational backbone of a team that supports behavioral health recovery services across Washington. The Division of Behavioral Health and Recovery (DBHR) is seeking an Administrative Assistant 3 to serve as the sole professional administrative support to the Behavioral Health and Recovery Support Services (BH/RSS) Section Manager, while also supporting the section's program managers. You will keep the section running smoothly, from managing calendars and correspondence to coordinating hiring, records, and public disclosure requests.

Key Responsibilities

* Manage the Section Manager's calendar, inbox, and meeting logistics using independent judgment. * Prepare meeting materials, agendas, and notes, and attend meetings on the Section Manager's behalf when requested. * Draft, format, and proofread correspondence to ensure clarity and compliance with agency policy, including protocols for correspondence with Tribes. * Coordinate hiring for the section, from distributing job announcements and scheduling interviews to preparing interview packets and setting up workspaces for new staff. * Track personnel requirements for section staff, such as performance evaluations, position descriptions, and annual review documents. * Arrange travel for staff and volunteers, prepare purchase documentation, and manage the annual equipment inventory. * Serve as Records Coordinator, ensuring records retention compliance and coordinating public disclosure requests, including gathering, redacting, and preparing records for release. * Assist with federal grant applications and track preparation of the section's fact sheets and program profiles before each legislative session. * Receive official visitors and the public, respond to inquiries, and take part in process improvement and Lean activities. Why You’ll Love This Role

You'll be a trusted partner to section leadership, with a real voice in how the team operates.
Your work will support programs that help people across Washington on their path to recovery.
You'll gain broad experience across hiring, records management, legislative support, and grants.
You'll have a hybrid schedule that balances time in the office with telework.

What You Bring

You are a dependable, highly organized professional who takes initiative and works well with little supervision. You stay calm when priorities shift, adapt readily to change, and pay close attention to detail. You listen carefully, handle confidential information with discretion, and build trusting, collaborative relationships with coworkers and customers from many backgrounds. You take pride in helping your team succeed.

Required Qualifications

*Experience may have been gained through paid or unpaid activities. Please ensure any relevant experience defined below is outlined in your cover letter, resume, and application.*

* Administrative Support: Demonstrated proficiency in providing administrative support, coordinating office activities, and completing assignments accurately and within established timelines. * Communication: Demonstrated skill in communicating clearly and professionally, both verbally and in writing, with staff, management, customers, and external partners. * Organization and Prioritization: Demonstrated ability to organize competing assignments, establish priorities, maintain schedules, and meet deadlines in a changing office environment. * Office Technology: Demonstrated proficiency in using office software, electronic records, calendars, and other administrative systems to prepare documents, track information, and support daily operations. * Customer Service: Demonstrated commitment to providing courteous, responsive, and effective service while addressing inquiries and referring complex matters appropriately. * Records and Information Management: Demonstrated knowledge of maintaining accurate records, organizing files, retrieving information, and following applicable retention and confidentiality requirements. Required Competencies

* Equity lens – All HCA employees are required to consider equity in their decisions, processes, and day-to-day work, including how their work may affect the people and communities we serve. * The ability to take action to learn and grow – You take action to learn and grow by seeking new perspectives, learning from experiences, and using what you’ve learned to continuously improve how you work and serve others. * The ability to take action to meet the needs of others – You take action to meet the needs of others by listening, understanding different perspectives, and responding with care, respect, and solutions that support the people of the communities we serve. Preferred Qualifications

*While these are not required, having them may help you stand out as an applicant.*

* Experience as an Administrative Assistant 2. * Demonstrated progressively responsible experience in office/clerical, secretarial, or general administrative work. * Experience using Microsoft Office Suite software and SharePoint. * Completion of WA State Contract Management 101 and WA State Purchasing and Procurement Ethics through the Washington State Department of Enterprise Services. * Demonstrated ability to research complex data and to analyze and interpret information in order to provide options and solutions. * Demonstrated ability to effectively and professionally communicate technical, sensitive, and/or confidential matters to diverse groups of people, both verbally and in writing. * Demonstrated ability to adhere to state laws and collective bargaining agreements. * Knowledge of government organization and administrative procedures; state agency policies, procedures, and collective bargaining agreements; office organization, methods, and management principles; and modern methods of clerical and administrative work, including inventory control and records management. About the Division of Behavioral Health and Recovery (DBHR)

The Division of Behavioral Health and Recovery (DBHR) provides support for substance use treatment, mental health services, and problem gambling services through prevention, treatment, peer, and recovery support. DBHR promotes evidence-based and promising approaches to behavioral health. Within DBHR, the Behavioral Health and Recovery Support Services (BH/RSS) team supports HCA's mission through grants, statewide innovative health policies, and service purchasing strategies related to behavioral health, including increasing access to community-based treatment.

Supplemental Information

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About the Washington State Health Care Authority

*Better Health. Better Care. A Healthier Washington.*

At HCA, we work to ensure people across Washington have the opportunity to be as healthy as possible. As the State’s largest health care purchaser and behavioral health authority, HCA serves nearly 3 million Washington residents through Apple Health (Medicaid), Public Employees Benefits Board (PEBB) and School Employees Benefits Board (SEBB) programs, and behavioral health services. Through this work, HCA purchases and coordinates care coverage, supports behavioral health prevention, treatment, crisis response, and recovery and helps strengthen access to high-quality care across Washington.

More than a benefits package

We want our employees to have the support, flexibility, and benefits they need to do their best work and build a career that works for their life. As a Washington State HCA employee, you’ll have access to a comprehensive benefits package that supports your health, financial well-being, and work-life balance. Our benefits are designed to support you today while helping you plan for the future. Learn more about why HCA by visiting the Voices of HCA and the "Who we are" section of our website.

Your total compensation is more than your paycheck

* Remote work and flexible schedules * Medical, dental, vision, and basic life insurance * Paid vacation, sick leave, and 12 paid holidays * Paid Family and Medical Leave (PFML) * Retirement options to plan for the future * Training and professional development opportunities * Employee wellness programs * Learn more about Washington State Employee Benefits Work location and schedule: This is a full-time 40-hour-per-week hybrid position. You will report to the HCA office located in Olympia, WA for in-person work. Our standard business hours are Monday through Friday, 8 a.m. to 5 p.m., with alternative work schedules considered based on business needs. When working in-person, you will work in a shared space, open office environment. In this role you’ll regularly collaborate with colleagues, agency leaders, state and federal partners, and other external partners or customers. Occasional travel may be required for meetings, training, or other business needs. All employees are required to report to our Olympia office on their first and final day of employment.

Our commitment to an inclusive workplace

The Health Care Authority is an equal opportunity employer. We are committed to creating a workplace where employees are respected, included, and supported in bringing their experiences, perspectives, and ideas to work. Our commitment to inclusion is reflected in how we work together and serve the people of Washington. HCA also supports five voluntary employee led Employee Resource Groups (ERGs), which create opportunities for connection, community, learning, and professional growth.

Application Directions

To be considered, you must complete the online application in full and submit all required materials. Incomplete applications or applications missing required materials will not be considered. When completing your application, please include the following required materials:

* Cover letter: describing your qualifications for this specific position * Resume: that details your applicable experience and education. * Three (3) professional references: References must be entered directly into the designated references section of your application. We require 3 professional references including at least one current or recent supervisor. We encourage you to apply! If you meet the required qualifications for this position, we want to hear from you. Desired qualifications describe additional experience, knowledge or skills that may be helpful in the role, but they are not required to be considered for the position. We welcome applicants with different backgrounds, experiences, identities, and perspectives.

Veterans

We value the experience and skill veterans bring to the workforce and encourage veterans, transitioning service members, and military spouses to apply. Eligible veterans may qualify for veterans’ preference in accordance with Washington State Law. If you are claiming veterans’ preference, you must attach your applicable DD-214 documentation to your application. Please redact your social security number, date of birth, and any other sensitive information before uploading and attaching the document.

Need accommodations or have questions?

If you have questions, need assistance with the application process, require an accommodation, or would like to request this posting in an alternative format, please contact Lisa Fleming, Human Resource Consultant (Recruiter) at HCAjobs@hca.wa.gov and reference the recruitment title and job number in the subject line.

Technical support

: Reach out to NEOGOV directly at 1-855-524-5627 for technical support and login issues.

The Washington State Health Care Authority (HCA) is an E-Verify employer. All applicants with a legal right to work in the United States are encouraged to apply.

E-Verify® is a registered trademark of the U.S. Department of Homeland Security.

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More than Just a Paycheck!

Employee benefits are not just about the kind of services you get, they are also about how much you may have to pay out of pocket. Washington State offers one of the most competitive benefits packages in the nation.

We understand that your life revolves around more than just your career. Like everyone, your first priority is ensuring that you and your family will maintain health and financial security. That's why choice is a key component of our benefits package. We have a selection of health and retirement plans, paid leave, staff training and other compensation benefits that you can mix and match to meet your current and future needs.

Read about our benefits

*The following information describes typical benefits available for full-time employees who are expected to work more than six months. Actual benefits may vary by appointment type or be prorated for other than full-time work (e.g. part-time); view the job posting for benefits details for job types other than full-time.*

Note

*If the position offers benefits which differ from the following, the job posting should include the specific benefits.*

Insurance Benefits

Employees and their families are covered by medical (including vision), dental and basic life insurance. There are multiple medical plans with affordable monthly premiums that offer coverage throughout the state.

Staff are eligible to enroll each year in a medical flexible spending account which enables them to use tax-deferred dollars toward their health care expenses. Employees are also covered by basic life and long-term disability insurance, with the option to purchase additional coverage amounts.

To view premium rates, coverage choice in your area and how to enroll, please visit the Public Employees Benefits Board (PEBB) website. The Washington Wellness program from the Health Care Authority works with PEBB to support our workplace wellness programs.

Dependent care assistance allows the employee to save pre-tax dollars for a child or elder care expenses.

Other insurance coverage for auto, boat, home, and renter insurance is available through payroll deduction.

The Washington State Employee Assistance Program promotes the health and well-being of employees.

Retirement and Deferred Compensation

State Employees are members of the Washington Public Employees' Retirement System (PERS). New employees have the option of two employer contributed retirement programs. For additional information, check out the Department of Retirement Systems' web site.

Employees also have the ability to participate in the Deferred Compensation Program (DCP). This is a supplemental retirement savings program (similar to an IRA) that allows you control over the amount of pre-tax salary dollars you defer as well as the flexibility to choose between multiple investment options.

Social Security

All state employees are covered by the federal Social Security and Medicare systems. The state and the employee pay an equal amount into the system.

Public Service Loan Forgiveness

If you are employed by a government or not-for-profit organization, and meet the qualifying criteria, you may be eligible to receive student loan forgiveness under the Public Service Loan Forgiveness Program.

Holidays

Full-time and part-time employees are entitled to paid holidays and one paid personal holiday per calendar year.

Note

Employees who are members of certain Unions may be entitled to additional personal leave day(s), please refer to position specific Collective Bargaining Agreements for more information*.*

Full-time employees who work full monthly schedules qualify for holiday compensation if they are employed before the holiday and are in pay status for at least 80 nonovertime hours during the month of the holiday; or for the entire work shift preceding the holiday.

Part-time employees who are in pay status during the month of the holiday qualify for the holiday on a pro-rata basis. Compensation for holidays (including personal holiday) will be proportionate to the number of hours in pay status in the month to that required for full-time employment, excluding all holiday hours. Pay status includes hours worked and time on paid leave.

Sick Leave

Full-time employees earn eight hours of sick leave per month. Overtime eligible employees who are in pay status for less than 80 hours per month, earn a monthly proportionate to the number of hours in pay status, in the month to that required for full-time employment. Overtime exempt employees who are in pay status for less than 80 hours per month do not earn a monthly accrual of sick leave.

Sick leave accruals for part-time employees will be proportionate to the number of hours in pay status, in the month to that required for full-time employment. Pay status includes hours worked, time on paid leave and paid holiday.

Vacation (Annual Leave)

Full-time employees accrue vacation leave at the rates specified in WAC 357-31-165(1) or the applicable collective bargaining agreement (CBA). Full-time employees who are in pay status for less than 80 nonovertime hours in a month do not earn a monthly accrual of vacation leave.

Part-time employees accrue vacation leave hours in accordance with WAC 357-31-165(1) or the applicable collective bargaining agreement (CBA) on a pro rata basis. Vacation leave accrual will be proportionate to the number of hours in pay status, in the month to that required for full-time employment.

Pay status includes hours worked, time on paid leave and paid holiday.

As provided in WAC 357-58-175, an employer may authorize a lump-sum accrual of vacation leave or accelerate the vacation leave accrual rate to support the recruitment and/or retention of a candidate or employee for a Washington Management Service position. Vacation leave accrual rates may only be accelerated using the rates established WAC 357-31-165.

Note

Most agencies follow the civil service rules covering leave and holidays for exempt employees even though there is no requirement for them to do so. However, agencies are required to adhere to the applicable RCWs pertaining holidays and leave.

Military Leave

Washington State supports members of the armed forces with 21 days paid military leave per year.

Bereavement Leave

Most employees whose family member or household member dies, or for loss of pregnancy, are entitled to five (5) days of paid bereavement leave. In addition, the employer may approve other available leave types for the purpose of bereavement leave.