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:
Enterprise Technology Services (ETS) is the agency’s designated technology provider for the Health Care Authority. ETS delivers innovative Information Technology (IT) solutions for enterprise-class infrastructure, end-user computing, software applications, and web services that support the mission of Health Care Authority (HCA) divisions and business groups.

This position within Enterprise Technology Services (ETS) provides administrative support to the ETS organization, the Technology Officer and serves as the backup for the Administrative Assistant for the Chief Information Officer. This position is responsible for a broad range of program coordination and administrative functions, including coordinating and scheduling meetings, drafting correspondence, and assisting with internal and external enquiries. The position serves as liaison on a wide range of internal and external agency priorities related to Enterprise Technology Services, which is essential to fulfilling the mission of Health Care Authority.

Some of the tasks this position will perform:
Schedules and coordinates meetings, agendas, materials or meetings related to Enterprise Technology Services.

Makes travel arrangements; create, maintain and communicate travel itineraries; compile and process travel expense reports.

Establishes and maintains schedules and priorities.

Coordinates stakeholder and project events (meetings, presentations, webinars), including materials, presenters, and logistics for optimal stakeholder engagement.

Assists in developing and establishing procedures and policies to implement activities related to Enterprise Technology and in formulating new program policies, procedures and standards.

Works with Enterprise Technology Staff in implementing project needs and planning, designing and developing program activities.

Plans, evaluates and consults with staff and outside stakeholders to identify problems and recommend solutions, alternatives and resolutions designed to meet the goals and objectives of program activities.

Compiles data and prepares complex proposals for new, continuation, and competitive renewals on budget and contracts.

Coordinates cubicle and office space management; assists in preparation of long- range plans for cubicle and office space management.

Anticipates needs well in advance to ensure the Enterprise Technology Services team is prepared to meet deadlines and commitments.

Coordinates administrative standards and procedures for Enterprise Technology Services.

Functions as the liaison between the Enterprise Technology Services and primary stakeholders like Office of Medicaid Systems and Data (OMSD), Facilities, Human Resources, Contracts and others.

Performs the above tasks as directed by the Chief Information Officer, Administrative Assistant to the Chief Information Officer, and the Technology Officer.

Required Qualifications:
A Bachelor’s degree in business administration, public administration, or closely allied field and one year of administrative experience.

An Associate’s degree in business administration, or closely allied field and three years of administrative experience.

One year as an Administrative Assistant 3

Two years as an Administrative Assistant 2.

Additional qualifying experience will substitute for education on a year by year basis. Must possess the following core competencies:

1) Safety

Complies with all safety regulations and understands why they are important. Performs work in a safe manner at all times, to include: while operating a vehicle or working offsite. Maintains an organized work area, free of hazards.

Reports unsafe conditions promptly. Maintains and uses personal protective equipment, where required. Attends all required safety and health training. Seeks guidance from supervisor.

2) Treats others with respect & courtesy

Consistently treats everyone with respect and courtesy, even when the other person is discourteous or unreasonable.

Actively seeks feedback from customers and others they interact with on the quality of service they provide. Demonstrates an ability to place themselves in the position of our customers. Listens fully to, is respectful of and understands others’ needs, concerns and opinions.

3) Dependability

Reports to work every day and on time. Is fully prepared and conforms to assigned work hours and schedule. Notifies supervisor immediately when unexpected problems cause absence, lateness or the need to leave early. Makes arrangements to ensure workload is covered. Provides adequate notice for planned leave.

4) Accountability

Get the job done. Meets all deadlines or lets supervisor know immediately when deadlines might not be met and recommends alternatives. Works on tasks in order of importance. Makes sure all parts of a job are completed in full. Without making excuses, accepts personal responsibility for the quality and timeliness of his or her work, and keeps commitments. Acknowledges and corrects mistakes.

5) Judgment and Problem Solving

Makes timely decisions based on the best information at hand. Can describe the factors that were considered in making a decision and their relative importance. Identifies and considers alternatives before making a decision. Seeks advice from others. Considers the impact of decisions on co-workers, customers and other program areas. Makes decisions based on limited information. Solves problems effectively.

Preferred/Desired Qualifications:
One year experience providing administrative support in a technology organization or a complex initiative.

Knowledge of State Government organization and administrative procedures, Federal and local government functions and office methods and procedures.

Advanced skill level with Microsoft Office product suite including Word, Excel, PowerPoint, Outlook and Visio.

Demonstrated experience utilizing excellent organization, verbal, analytical and written skills.

Ability to handle matters independently, maintain confidentiality, display good judgment.

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 .