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Company Name : Washington State Health Care Authority
Location : Olympia, WA 98501
Position : Administrative Assistant 5 (AA5/DLS)
Job Description : Description
Administrative Assistant 5 (AA5/DLS)
71087950
This position provides executive assistance to the Health Care Authority’s Chief Legal Officer (CLO) and administrative support to section managers in the Division of Legal Services. This position manages the CLO’s calendar scheduling, proofreads legal documents with a meticulous attention to detail, and liaises DLS needs with HCA offices including human resources and information technology. The ideal candidate will be detail-oriented, manage confidentiality with a high level of emotional intelligence, will have excellent interpersonal and communication skills, and can operate quickly and accurately in a role with rapidly evolving priorities.
Per Governor Inslee’s Proclamation 21-14 state employees must be fully vaccinated. Your vaccine status will be verified on your first day of work. Please note, medical or religious accommodation may be available once an offer of employment is made.
About the division:
The Division of Legal Services (DLS) is within the Central Services Administration of HCA and provides support to all agency divisions to mitigate risks, comply with changing laws, and assist the agency in accomplishing its goals.
About the position:
This position reports directly to and provides primary administrative support to the Chief Legal Officer of the Health Care Authority responsible for the Division of Legal Services. This position has delegated authority to manage internal issues and responsibilities involving the operation, priorities, and assignments of the division. This position functions as the CLO’s liaison on division matters including facilities, personnel, equipment, and information technology. Support includes coordinating meetings with high-level stakeholders from within and outside of the agency, drafting correspondence for the CLO’s signature, and assisting with inquiries coming to the division from a variety of programs and agencies.
This position is eligible to telework part-time but is frequently required to report on-site to meet business needs.
Duties
Some of what you will do:
Serve as the principle administrative assistant to the Chief Legal Office for the Division of Legal Services within the Health Care Authority.
Coordinate and maintain multiple calendars and appointments for the CLO and others as appropriate. Organize events/meetings with outside stakeholders.
Oversee key administrative activities for the division, including maintenance of division records and files, and analyze incoming correspondence to division staff for response.
Create, review, edit and finalize complex and confidential correspondence, documents, and reports for the CLO’s signature or other Senior Management personnel for dissemination to internal and external stakeholders.
Perform high level administrative duties using independent judgment.
Has delegated authority, as defined by the CLO, to oversee, coordinate, and make decisions regarding administrative and operational matters.
Exercise initiative in recommending identified improvements in all areas of program delivery related to the office of the CLO.
Review and interpret budget reports and overseeing budget matters identified at monthly budget meetings.
Coordinate personnel/human resource actions to include onboarding new hires, abolishments, reassignments, appointment changes, and separations.
Assist the CLO with the coordination of strategic and operational initiatives. When authorized, act on behalf of the CLO with full delegated authority to define and assign critical Division-wide projects and/or strategies, determine due dates, monitor for completion and provide input regarding completed work.
Manage simultaneous projects within established time frames, in a fast-paced environment.
Provide technical and administrative assistance with special projects including organizational process improvement, legislative support and other critical projects as required.
Qualifications
Required qualifications:
One year of experience as an Administrative Assistant 4
OR
Two years of experience as an Administrative Assistant 3
OR
Bachelor’s degree in business administration, public administration, or closely allied field AND three years of administrative or supervisory experience.
Additional qualifying experience may substitute for education on a year-for-year basis. Graduate education may substitute for up to two years of experience on a year-for-year basis.
Preferred qualifications:
Ability to manage and coordinate the scheduling of calendars, logistics, critical meetings, and events as required.
Expert-level knowledge of computer software including Outlook, Word, Excel, PowerPoint, SharePoint, Zoom, and other miscellaneous programs, and the ability to update and maintain websites on behalf of the division.
Ability to effectively use data bases, collect and analyze data, and recommend process improvements based on the information.
Ability to create with accuracy, maintain, update and report on confidential requests, data bases, special projects, files, and correspondence.
Ability to draft, review, and edit documents with the highest level of accuracy.
Familiarity with terminology and documents related to rulemaking, human resources, contracts, staff development, legal services, and public disclosure administration or similar work functions.
Demonstrate mastery of maintaining confidences and confidential information to ensure adherence to these standards in actuality and appearance.
How to apply:
Only candidates who reflect the minimum qualifications on their NEOGOV profile 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 that specifically addresses how you meet the qualifications for this position.
Current resume
Three professional references
Supplemental Information
About HCA:
The Washington State Health Care Authority (HCA) is committed to whole-person care, integrating physical health and behavioral health services for better results and healthier residents.
HCA purchases health care for more than 2.5 million Washington residents through Apple Health (Medicaid), the Public Employees Benefits Board (PEBB) Program, and 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.
What we have to offer:
Meaningful work with friendly co-workers who care about those we serve Voices of HCA
A clear agency mission that drives our work and is person-centered HCA’s Mission, Vision & Values
A healthy work/life balance, including alternative/flexible schedules and mobile work options.
Infants in the workplace Infants at the Workplace Video
A great total compensation and benefit package WA State Government Benefits
A safe, pleasant workplace in a convenient location with restaurants, and shopping nearby.
Tuition reimbursement
And free parking!
Notes:
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.
The Washington State Health Care Authority is an equal opportunity employer. We strive to create a working environment that provides equal access and opportunity to anyone who qualifies, regardless of sex, race, age, color, religion, mental or physical disability, national origin, sexual orientation, gender identity and expression and/or military status. 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 jake.nelko@hca.wa.gov.
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