Administrative Assistant 4

Washington State Health Care Authority - Olympia, WA3.4

30+ days agoFull-time
Administrative Assistant 4 (MEDS)

Permanent Position
Olympia, WA

The Washington State Health Care Authority 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. 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.

Most of our approximately 1200 employees work in our Cherry Street Plaza building or on the nearby Town Square campus. Located on the edge of downtown Olympia, we enjoy easy access to I-5 and highway 101, restaurants, coffee shops, a public library, and post office. And parking is free!

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 inquiries coming to the section from a variety of individuals. Is the Manager's liaison on section matters including facilities, personnel, equipment, supplies and information technology.

Some of what you will do:
  • Will have delegated responsibility to coordinate and make decisions regarding administrative and operational matters related to sensitive personnel issues, supervision of time and attendance issues and people as required, risk management, administrative policy management, content management and information technology issues, and other areas as determined and defined by the Section Manager.
  • Will perform high level administrative duties using independent judgment.
  • Will exercise initiative in recommending identified improvements in all areas of program delivery related to the office of the Section Manager.
  • 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.
  • Assure appropriate and optimum use of the organization's resources and enhance the effectiveness of employees through timely appraisal and professional development opportunities.
  • Effectively use office equipment including computers, fax machines, phones, copiers, and printers.
  • Manage and coordinate the scheduling of calendars, logistics, critical and/or large scale meetings and events as required.
  • Draft, review, and edit documents with accuracy.
  • Utilize computer programs and create payment documents that support supplies purchasing.
  • Function as the Division back-up coordinator for Bill Analysis.
  • Work with staff within the Division and other Legislative coordinators to ensure that bill analyses are completed.
  • Maintain and update the Sections' organizational charts, track and monitor all staff recruitment/hiring/separation, and prepare and submit all paperwork for Human Resources.
  • Maintain and update all PDP's for the Section.
  • Resolve problems and respond to inquiries regarding rules, regulations, policies, procedures, criteria, and discrepancies.
  • Coordinate travel for section staff. Create and submit all travel documentation to travel desk for processing.

Required Education, Experience, and Competencies.
Three years of progressively responsible experience providing support in administrative matters to management/executive level staff.
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 Education, Experience, and Competencies.
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.

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

* Prior to a new hire, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the position. *