Administrative Assistant 3 (AA3/DBHR) – Internal
$48,048 - $64,512 USD yearly
Description
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Administrative Assistant 3 – Internal
This is a full-time, permanent, hybrid position based in Olympia, WA. This position is eligible to telework but is frequently required to report onsite to meet business needs.
This is an internal opportunity and is only open 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 professional support to the Substance Use Disorder Prevention and Mental Health Promotion team, while also relieving the supervisor of day-to-day clerical tasks. You will keep the section running smoothly, from managing calendars and correspondence to coordinating hiring, records, and assisting prevention projects.
Key Responsibilities
- Manage management calendars, inbox, and meeting logistics using independent judgment.
- Serves as a liaison between section manager, supervisors, and other staff, relays assignments and requests status information of assignment.
- Arrange travel for staff and volunteers, prepare purchase documentation (using TEMS), and manage the annual equipment inventory.
- Draft, format, and proofread correspondence to ensure clarity and compliance with agency policy, including protocols for correspondence with Native American 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.
- Prepare purchase orders via HCA purchasing and work closely with the fiscal office for purchasing authorizations for conference registrations, equipment, office supplies and other training/education materials as needed.
- 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 through hiring, records management, legislative support, prevention work, and grants.
- You'll have a hybrid schedule that balances working with an in-person team with teleworking.
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 and experience in providing administrative support, arranging meetings, managing calendars, preparing materials, and coordinating logistical details to support office operations, 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 including handling sensitive or confidential information and actively listening to diverse audiences.
- 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 and experience in using office software (including Microsoft Office Suite), 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.
- Problem Solving and Judgment: Demonstrated sound judgment in identifying routine administrative issues, evaluating available information, and determining appropriate actions within established guidelines.
- Independence and Initiative: Demonstrated ability to complete assignments with appropriate independence, anticipate routine administrative needs, seek guidance when issues exceed delegated authority, and respond professionally to evolving workplace needs.
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.
- Demonstrated progressively responsible experience in office/clerical, secretarial, or general administrative work.
- Experience as an Administrative Assistant 2.
- Experience using Microsoft Office Suite software and SharePoint and related office applications used to prepare documents, maintain records, organize information, and support administrative functions.
- Demonstrated proficiency in reviewing documents, entering data, maintaining records, and identifying errors to ensure accurate and complete work products.
- Demonstrated collaboration, professionalism, and interpersonal skills in establishing effective working relationships, collaborating with diverse individuals, and promoting teamwork, trust, and mutual respect.
- Demonstrated analytical skills and experience in researching, reviewing, and interpreting information, identifying discrepancies, and developing appropriate solutions to support administrative operations.
- Demonstrated knowledge of interpreting and experience and applying government administrative operations, policies, procedures and standard office practices, records management, inventory control, and office practices to assigned work.
- Demonstrated knowledge of applicable state laws, agency policies, administrative procedures, and collective bargaining agreements, including their application to assigned responsibilities.
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. Current in-person expectation is 2-3 days per week based on business need. Additional in-person days may be required periodically to meet business need. 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.