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ADMINISTRATIVE ASSISTANT 3 (AA3/DBHR)

State of Washington Olympia, WA
  • Expired: December 04, 2019. Applications are no longer accepted.
Administrative Assistant 3 (AA3/DBHR)
Full-time, Non-Permanent
Olympia, WA
This recruitment is only open to HCA employees.
 
We are seeking a passionate and motivate administrative assistant with strong strategic planning, organizational, and detail-orientation skills. If you pride yourself on being prompt and responsive, this is the opportunity for you!
 
Position Objective:
This position serves as administrative support to the section and supports staff by providing assistance for facilitating the Section Manager's and/or staff members' own work. Applies knowledge of staff members' work commitments including status of projects and nature of the project.  Duties include making travel arrangements, scheduling meetings, and committing supervisors' and/or staff members' time including managing Section Manager's calendar.  In addition, the position provides leadership and training to other administrative support within the division.
 
Administrative Assistant 3 requires substantial knowledge of the Division's multiple programs and the ability to independently coordinate projects, deadlines and other logistics as needed.  The person in this position must be sensitive to the appropriate protocols when interacting with diverse groups.
 
Some of the tasks this position will perform:
 
  • Perform high level administrative duties/projects using independent judgment and delegated authority; includes delegating assignments for completion, determining due dates and providing input regarding  completed work, as well as, making decision and taking action for the Section Manger in administrative matters.
  • Represent the Section Manager and/or section's goals and interests and provides interpretation or explanation of the Section Manger's policies or viewpoints.
  • Serve as liaison between Section Manager and other staff members, relaying assignments and requesting status updates.
  • Coordinate logistics and materials needed to facilitate meetings, conferences, symposiums, trainings and conference calls for both internal and external stakeholders.  Serve as the point of contact for attendance, registrations or conference call participation.  Take notes and provide minutes as needed.
  • Coordinate the hiring process, including but not limited to interview panel set-up, correspondence with applicants, onboarding and training of new employees.
  • Coordinate schedules and tracks personnel information and requirements for section staff; such as performance evaluations, position description forms, annual paperwork and trainings.
  • Coordinate with data staff and fiscal staff for reports and budget information.
  • Prepare and process the section's travel authorizations and documentation while ensuring compliance with HCA travel policies and procedures.
  • Is the custodian for the sections travel VISA card and is responsible for monthly reconciliation. Work with the HCA Travel Desk to ensure compliance with State/HCA policies and procedures.
  • Complete delegated special assignments or projects by using professional skills to finalize documents and products; including the completion and submission of grant applications and legislative reports.
  • Manage and maintain the Trueblood and Governor's Hospital Transition Plan SharePoint sites, and other sites that need to be created.
  • Provide back-up support for the Deputy Assistant Director's administrative assistant, the Assistant Director's administrative assistant, and other support staff as needed.
 
What we have to offer you:
 
  • Meaningful work with friendly co-workers who care about those we serve.
  • A clear agency mission that drives our work and is person-centered.
  • A safe, pleasant workplace in a convenient location with restaurants, and shopping nearby.
  • A great total compensation and benefit package.
  • A healthy work/life balance, including alternative/flexible schedules and mobile work options.
  • And we can't forget.....Free parking.

Required Education, and Experience
High school diploma or GED
AND
Three years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting or general administrative work.
OR
Formal education will substitute year-for-year for experience.
 
Desired Education, Experience, and Competencies
Three years' experience operating a computer and keyboarding, using Microsoft MS Office Suite; including Word, Excel, PowerPoint, SharePoint and Outlook, for composing, sending and responding to electronic mail, utilization of Microsoft Outlook functions and experience navigating the internet.
Two years' experience taking public meeting notes.
Two years' experience working with the legislative process, legislative staffers or lobbyists.
 
About HCA
The Washington State Health Care Authority (HCA) purchases health care for more than 2 million Washington residents through Apple Health (Medicaid), the Public Employees Benefits Board (PEBB) Program, and, beginning in 2020, the School Employees Benefits Board (SEBB) Program. Our agency is committed to whole person care, integrating physical health and behavioral health services for better results and healthier residents. As the largest health care purchaser in the state, we lead the effort to transform health care, helping ensure Washington residents have access to better health and better care at a lower cost.   Keep this because it was approved by the communication team.
 
About Olympia and Washington State
Washington State offers a total work/life package of pay, benefits, flexibility, and workplace opportunities to help you get the most out of your career and out of life. Washington State is a great place to work, play, and be a part of a community, offering quality of life that is unsurpassed. From the high energy urban center of Seattle, one of the nation's top ranked cities, to the more relaxed pace of our rural communities, Washington's distinctive Northwest lifestyle blends a progressive, creative culture with a casual nature.
 
How to Apply:
To apply for this position you will need to complete your profile on careers.wa.gov, and attach the following items:
 
  1. A current state application profile using careers.wa.gov
  2. A letter of interest with specific language on why you are interested in the position.  No more than two pages in length.
  3. A current resume that is no more than two pages in length.
  4. A list of contact information for three professional references, including at a minimum one current or previous supervisor.

If you have questions about the process, or need reasonable accommodation, please contact the recruiter before the posting closes.
  
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 360.549.5442 or email Carolee.Ferrero@hca.wa.gov.

Please Note the Following:
This is a non-permanent position expected to last 1 year.
 
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 360.549.5442 or email Carolee.Ferrero@hca.wa.gov.
 
* Prior to a new hire, a b

State of Washington

Address

Olympia, WA
98504 USA