Administrative Assistant 3 (AA3/DBHR) – Internal

State of Washington•Thurston County – Olympia, WA

17h•Hybrid

About The Position

The Division of Behavioral Health and Recovery (DBHR) is seeking an Administrative Assistant 3 to provide professional support to the Substance Use Disorder Prevention and Mental Health Promotion team and relieve the supervisor of day-to-day clerical tasks. The role helps keep the section running smoothly by managing calendars and correspondence, coordinating hiring and records, and assisting prevention projects. It is a permanent, full-time, 40-hour-per-week hybrid position based in Olympia, Washington, and is open only to current HCA employees. Employees must be Washington state residents on their first day of employment. The position is eligible for telework but frequently requires onsite work to meet business needs; current in-person expectations are two to three days per week, with additional onsite days as needed. Standard business hours are Monday through Friday, 8 a.m. to 5 p.m., with alternative schedules considered based on business needs. Occasional travel may be required. The role regularly collaborates with colleagues, agency leaders, state and federal partners, and external partners or customers. When onsite, work takes place in a shared, open-office environment. The position supports behavioral health prevention, treatment, peer and recovery services through administrative work that includes hiring, records management, legislative support, prevention work, purchasing, and grant assistance.

Requirements

Demonstrated proficiency and experience providing administrative support, arranging meetings, managing calendars, preparing materials, coordinating logistics, and completing assignments accurately and on time.
Ability to communicate clearly and professionally verbally and in writing with staff, management, customers, and external partners, handle sensitive or confidential information, and actively listen to diverse audiences.
Ability to organize competing assignments, establish priorities, maintain schedules, and meet deadlines in a changing office environment.
Proficiency and experience using office software, including Microsoft Office Suite, electronic records, calendars, and other administrative systems.
Commitment to courteous, responsive, and effective customer service, including appropriately referring complex matters.
Knowledge of maintaining accurate records, organizing files, retrieving information, and following applicable retention and confidentiality requirements.
Sound judgment in identifying routine administrative issues, evaluating available information, and determining appropriate actions within established guidelines.
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.
Ability to consider equity in decisions, processes, and day-to-day work, including the effects of work on the people and communities served.
Ability to learn and grow by seeking new perspectives, learning from experience, and continuously improving work and service.
Ability to meet the needs of others by listening, understanding different perspectives, and responding with care, respect, and appropriate solutions.
Current HCA employee; the opportunity is internal only.
Washington state residency required by the first day of employment.

Nice To Haves

Progressively responsible experience in office/clerical, secretarial, or general administrative work.
Experience as an Administrative Assistant 2.
Experience using Microsoft Office Suite, SharePoint, and related office applications to prepare documents, maintain records, organize information, and support administrative functions.
Proficiency reviewing documents, entering data, maintaining records, and identifying errors to ensure accurate and complete work products.
Collaboration, professionalism, and interpersonal skills in establishing effective working relationships and promoting teamwork, trust, and mutual respect with diverse individuals.
Analytical skills and experience researching, reviewing, and interpreting information, identifying discrepancies, and developing appropriate solutions.
Knowledge of government administrative operations, policies, procedures, standard office practices, records management, and inventory control.
Knowledge of applicable state laws, agency policies, administrative procedures, and collective bargaining agreements, including their application to assigned responsibilities.

Responsibilities

Manage management calendars, inboxes, and meeting logistics using independent judgment.
Serve as a liaison between the section manager, supervisors, and other staff; relay assignments and request status updates.
Arrange travel for staff and volunteers, prepare purchase documentation using TEMS, and manage the annual equipment inventory.
Draft, format, and proofread correspondence for clarity and compliance with agency policy, including protocols for correspondence with Native American Tribes.
Coordinate hiring activities, including distributing job announcements, scheduling interviews, preparing interview packets, and setting up workspaces for new staff.
Track personnel requirements, including performance evaluations, position descriptions, and annual review documents.
Prepare purchase orders through HCA purchasing and coordinate with the fiscal office on purchasing authorizations for conference registrations, equipment, office supplies, and training or education materials.
Assist with federal grant applications and track preparation of section fact sheets and program profiles before each legislative session.
Receive official visitors and the public, respond to inquiries, and participate in process improvement and Lean activities.