ADMINISTRATIVE ASSISTANT 2 (AA2/ERB)
: Job Details :

Administrative Assistant 2 (AA2/ERB)

71055349

Join our team as an Administrative Assistant 2, where you'll play a key role in assisting multiple sections and managers within the division. Your day-to-day tasks will include managing calendars, drafting and proofreading important correspondence, receiving and sending mail, coordinating special projects, and interacting with both internal and external stakeholders. You'll also handle travel arrangements, help organize webinars, and contribute to process improvements. If you have experience with Microsoft Office, customer service, and drafting professional documents, this is a great opportunity to take on a dynamic role that offers a hybrid schedule.

All HCA employees will apply an equity lens to their work, which may include but is not limited to all analyses of core business and processes.

About the division:

The Washington State Health Care Authority (HCA) is the state's largest healthcare purchaser and behavioral health authority, dedicated to ensuring residents have access to comprehensive health care. Its three core pillars include Apple Health (Medicaid), the Public Employees Benefits Board (PEBB), and the School Employees Benefits Board (SEBB), along with behavioral health and recovery services. The Employees and Retirees Benefits (ERB) Division manages a $5 billion budget and provides insurance coverage for over 725,000 lives through PEBB and SEBB programs, offering health benefits to state employees, retirees, school employees, and their dependents. Both programs focus on value-based purchasing and align with the Triple Aim of better health, better care, and better costs.

About the position:

This position offers comprehensive administrative support to the Division Deputy Director, Administrative Assistant 4, and multiple sections, including Policy, Rules, and Compliance, and the Benefits Accounts Customer Service Operations Unit. It also serves as a backup for the Portfolio Management & Monitoring Section, Benefit Strategy & Design Section, and the Benefits Accounts Outreach & Training Unit. The role involves performing high-level administrative duties as delegated by section managers, such as directing and coordinating special projects, ensuring their completion, and managing them within set timeframes. It requires strong organizational skills, flexibility and the ability to handle multiple priorities.

This position is eligible to telework part-time but is required to report on-site 2-3 days a week 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. Frequency of onsite work will vary based on business and operational needs. HCA may choose, but is not required, to support out-of-state telework on a case-by-case basis.

Some of what you will do:

* Maintain calendars and provide administrative support for section managers, supervisors, and staff.

* Represent section managers and their teams through correspondence with internal and external stakeholders, implementing plans, section knowledge, and coordination.

* Draft and proofread correspondence and materials for punctuation, grammar, spelling, format, and accuracy for final review and signature. Compose correspondence in response to requests for information from members while employing plain talk principles.

* Perform ad-hoc research in support of the health plan account managers. Effectively identify, collect, organize, and document research data and information. Produce reports and documents that reflect accurate data, opinions, and information.

* Perform complex word processing tasks such as merging and sorting, integrating text with graphics, and creating Excel spreadsheets as needed. Upload/download files, create footnotes and outlines.

* Develop and implement process improvements, documenting them via the desk manual. Assist with webinars and trainings (e.g., rulemaking workshops and trainings).

* Make travel arrangements for division staff.

* Process incoming/outgoing mail and faxes.

* Process return mail daily. Research return mail and send documents to agencies or subscribers following ERB Division processes for returned mail.

* Process agency courtesy copies. Reorder documents and envelopes as necessary.

* Order, receive, and maintain document supply inventory.

* Answer phones for the division.

Required qualifications:

Qualifying candidates will meet one of the following criteria options:

Option 1:

High School diploma or GED and Two (2) years of the required experience below

Option 2:

One year of experience as an Administrative Assistant 1

The required experience includes all of the following:

* Two years of responsible office experience at the senior clerical level or higher.

* Keyboarding or typing accurately at a minimum net speed of 50 words per minute (Microsoft Word)

Preferred qualifications:

* Two years' experience with Microsoft Office Suite, including Word, Excel, Teams, and Outlook (similar word processing, spreadsheet, and email software programs can substitute for MS Office products).

* One year's experience drafting or proofreading correspondence or materials for punctuation, grammar, spelling, formatting, and accuracy.

* One year's experience providing customer service and responding to inquiries from internal and external stakeholders, customers, and clients.

* Experience making travel arrangements and processing travel documents based on requirements in the State Administrative and Accounting Manual (SAAM).

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 which includes three professional references and attach:

* A cover letter that specifically addresses how you meet the qualifications for this position

* Current resume

To take advantage of veteran preference, please do the following:

* Attach a copy of your DD214 (Member 4 long-form copy), NGB 22, or USDVA signed verification of service letter.

* Please black out any PII (personally identifiable information) data such as social security numbers. Include your name as it appears on your application in careers.wa.gov.

About HCA:

Functioning as both the state's largest health care purchaser and its behavioral health authority, the Washington State Health Care Authority (HCA) is a leader in ensuring Washington residents have the opportunity to be as healthy as possible.

There are three pillars of our work: Apple Health (Medicaid); the Public Employees Benefits Board (PEBB) and School Employees Benefits Board (SEBB) programs; and behavioral health and recovery. Under these pillars, HCA purchases health care, including behavioral health treatment for more than 2.7 million Washington residents and provides behavioral health prevention, crisis, and recovery supports to all Washington residents.

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.

* 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.

HCA is an equal opportunity employer. We value the importance of creating an environment in which all employees can feel respected, included, and empowered to bring unique ideas to the agency. HCA has five employee resource groups (ERGs). ERGs are voluntary, employee-led groups whose aim is to foster a diverse, inclusive workplace aligned with HCA's mission. Our diversity and inclusion efforts include embracing different cultures, backgrounds and viewpoints while fostering growth and advancement in the workplace. Studies have shown women, racial and ethnic minorities, and persons of disability are less likely to apply for jobs unless they feel they meet every qualification as described in a job description. Persons over 40 years of age, disabled and Vietnam era veterans, as well as people of all sexual orientations and gender identities are also encouraged to apply. If you have any questions about the required qualifications or how your experience relates to them, please contact us at ...@hca.wa.gov. Persons with disabilities needing assistance in the application process, or those needing this job announcement in an alternative format may contact Lisa Fleming at (360) ###-#### or ...@hca.wa.gov.

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.

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