Administrative Assistant 4 (AA4/MPD) – Non-permanent – Internal

State of Washington • Thurston County – Olympia, WA

1d • Hybrid

About The Position

This position serves as a confidential assistant by providing high level administrative support to the Deputy Division Director, the Business Operations Section, and the Transformation Implementation Section. This position is eligible to telework but may occasionally be required to report on-site to meet business need. The default assigned work location of all Health Care Authority (HCA) positions – both on-site and telework eligible positions – is within the State of Washington. This position reports to Olympia, WA. Frequency of onsite work will vary based on business and operational needs. All agency employees are required to report on-site in Olympia on their first and last days of employment to pick up and return state-issued equipment, regardless of telework status or location.

Requirements

• High school diploma or equivalent and Four (4) years of progressively responsible clerical, office, or administrative experience.
• Associate degree and Two (2) years of progressively responsible clerical, office, or administrative experience.
• Bachelor’s degree in business administration, public administration or a closely related field.
• One year as an Administrative Assistant 3
• Two years as an Administrative Assistant 2
• The ability to take action to learn and grow.
• The ability to take action to meet the needs of others.

Nice To Haves

• Able to understand instructions, whether oral or written.
• Motivated self-starter with initiative to take independent action and accept responsibility for their actions.
• Creative and proactive problem solver; must possess the ability to make independent decisions and judgments about work priorities.
• Well organized, flexible, proactive, resourceful, and efficient with strong attention to detail.
• Exhibit confidence and poise in interactions with individuals at all levels.
• Experience in project management and coordination of team-based activities.
• Ability to work with diverse groups and individuals to meet shared goals and outcomes.
• Experience in contracts, budget, and fiscal management.

Responsibilities

• Assists Deputy Division Director in prioritizing deadlines and work activities.
• Serves as liaison between Deputy Division Director, Business Operations section, Transformation Implementation (TI) section, MPD Management Team, and other agency staff.
• Supports the Business Operations section and other sections as assigned with calendar organization, meeting support, and external correspondence.
• Reviews, corrects, tracks, and approves all materials for Deputy Division Director’s signature including contracts, personnel documents, correspondence, travel requests, and purchase requests.
• Coordinates meetings with internal and external stakeholders, which includes creating and sending meeting invitations, reserving appropriate resources, setting agendas, copying materials, and recording and distributing meeting minutes.
• Create and modify documents using word processing, spreadsheet, database, and presentation software.
• Conduct research and compile data.
• Supports the coordination and tracking of legislation and provisos impacting the division and supports the production of various required reports.
• Supports the prioritization and coordination of potential legislative issues for management review and assists in the routing of issues to appropriate staff.
• Answer inquiries via telephone, email, and physical mail and transfer to appropriate staff.

Benefits

• A clear agency mission that drives our work and is person-centered
• A healthy work/life balance, including alternative/flexible schedules and mobile work options.
• A great total compensation and benefit package
• WA State Government Benefits
• A safe, pleasant workplace in a convenient location with restaurants, and shopping nearby.
• free parking!

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED