Administrative Assistant 4

Administrative Assistant 4

Full-time, Permanent

Olympia, WA

Who We Are:

The Health Care Authority (HCA) is Washington’s largest health care purchaser, responsible for providing comprehensive health coverage to more than 2 million residents through the Public Employees Benefits and Medicaid programs. The agency provides health purchasing leadership, benefiting both public and private sectors with a focus on moving the health delivery system away from volume toward higher value and better outcomes.

The Olympia office is located in downtown Olympia, within walking distance of shops, restaurants, bus lines, and less than one mile from the freeway.

Scope of Work:

This position reports directly to the Section Manager and provides primary administrative support to the Section Manager. Support includes coordinating meetings, drafting correspondence for the Section Manager’s signature and assisting with inquires coming to the section from a variety of individuals. Incumbent functions as Manager’s liaison on section matters including facilities, personnel, equipment, supplies and information technology.

Some of the tasks this position will perform:

This position has delegated responsibility to coordinate and make decision regarding administrative and operational matters related to sensitive personnel issues, supervision of the time and attendance issues and people as required, risk management, investigations, administrative policy management, content management and information technology issues related to the section website, and other areas as determined and defined by the Section Manager. The administrate assistant will perform high level administrative duties using independent judgment. The assistant will exercise initiative in recommending identified improvements in all areas of program delivery related to the office of the Section Manager. The assistant will organize events/meetings with outside stakeholders, oversee key administrative activities for the division, including maintenance of section records and files, and analyze incoming correspondence to section for staff response.

This position may have delegated authority as defined by the Section Manager. This may include the delegation of assignments for completion, determining due dates, and providing input regarding completed work. Assures appropriate and optimum use of the organization’s resources and enhances the effectiveness of employees through timely appraisal and professional development opportunities. Effectively uses office equipment including computers, fax machines, phones, copiers, and printers. Manages and coordinates the scheduling of calendars, logistics, critical and/or large scale meetings and events as required. Drafts, reviews, and edits documents with accuracy. Utilize computer programs and creates payment document that support supplies purchasing.

Functions as the Division back-up coordinator for Bill Analysis. Works with staff within the Division and other Legislative coordinators to ensure that bill analyses are completed.

Maintains and updates the Sections’ organizational charts, tracks and monitors all staff recruitment/hiring/separation, and prepares and submits all paperwork for Human Resources. Maintains and updates all PDP’s for the Section. Resolves problems and responds to inquiries regarding rules, regulations, policies, procedures, criteria, and discrepancies.

Required Qualifications:

Three years of progressively responsible experience providing support in administrative matters to management/executive level staff.

OR

Bachelor’s degree in business administration, public administration or closely related field AND two years of experience providing support in administrative matters to management/executive level staff.

Preferred/Desired Qualifications:

• Knowledge of State government organization and administrative procedures
• Exceptional verbal and written communication skills
• Experience researching and following rules, laws, regulations and policies.
• Experience providing administrative support within a government setting, including experience with personnel procedures and policies.
• Excellent customer service skills
• Demonstrated ability to establish and maintain cooperative an effective working relationships with internal and external partners/customers.
• Demonstrated ability to effectively communicate in writing and verbal, create, review and draft correspondence.
• Demonstrated ability to effectively perform multiple tasks simultaneously

How to Apply:

Only candidates who reflect the minimum qualifications on their State application will be considered. Failure to follow the application instructions below may lead to disqualification. To apply for this position you will need to complete your profile and attach:

• A cover letter
• Current resume
• Three professional references

If you have questions about the process, or need reasonable accommodation, please contact the recruiter before the posting closes. The candidate pool certified for this recruitment may be used to fill future similar vacancies for up to the next six months.

Washington State is an equal opportunity employer. Persons with disabilities needing assistance in the application process, or those needing this job announcement in an alternative format may call the Human Resources Office at 360.725.0945 or email ryan.dahlstrom@hca.wa.gov .

*Persons under final consideration for initial appointment with HCA are subject to a background check*