Administrative Assistant 4 (AA4/DAIO)

Administrative Assistant 4 (AA4/DAIO)

The Administrative Assistant 4 is a great opportunity for a highly organized professional who enjoys designing, building, and maintaining processes to help keep leadership teams running smoothly. Supporting two Deputy Directors, this role handles a wide range of responsibilities including calendar management, correspondence, recruitment coordination, meeting logistics, Microsoft Teams management, onboarding support, and public disclosure activities. If you have strong communication skills and attention to detail, this may be the position for you!

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 Division of Audit, Integrity, & Oversight (DAIO) supports HCA's mission to ensure Washingtonians have access to better health and better care at a lower price through innovative health policies and purchasing strategies. DAIO provides objective, independent oversight of HCA operations and programs to support the integrity of those programs; promote the efficient, effective use of resources; and ensure we are accountable and responsive to our federal, state, and local partners. This work is accomplished using a robust system of audits, investigations, consultations, monitoring, data mining, and coordination with sister and oversight agencies.

About the position:

This position reports administratively to the Deputy Director for Audit Operations within the DAIO and serves as the administrative assistant for both that position and the Deputy Director for Compliance Operations. It provides critical operational and administrative support, as well as support for the division. It is crucial that the incumbent in this position demonstrates proactive communication and problem-solving capabilities to ensure that the leadership team stays in-sync and organized. In addition, it coordinates with the other administrative assistants in the division (as needed) and serves as the sole backup to the division AA5.

This position is generally required to report on-site, with part-time telework to be considered based on 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.

Duties

Some of what you will do:

• Represent the two DAIO deputies as delegated.
• Manage the DAIO deputies' calendars including identifying and resolving conflicts, scheduling meetings, coordinating with the AA5 and other AAs as needed. Keep the Deputies informed of priority meetings.
• Identify and track tasks and assignments for the Deputies, monitoring and communicating deadlines and progress.
• Serve as the primary coordinator and work with the other administrative assistants for public disclosure activities within DAIO.
• Direct or coordinate special projects as assigned by the Deputies.
• Manage DAIO recruitment processes assigned, including correspondence with candidates, reference checks, NEOGOV, managing interview set up and the collection and reporting of interview documentation.
• Monitor, track, update, follows up, and escalate to the Deputies when needed the status and accuracy of mandated administrative tasks including Performance Development Plans, required trainings, telework agreements, HRMS schedules, and timesheets.
• Organize and schedule meetings, including creating and sending meeting invitations, reserving appropriate resources, setting agendas, copying materials, taking and distributing meeting minutes, coordinating with meeting organizer, and ensuring meetings don't overlap.
• Manage mail for the division including pick up, distribution, special mailing projects, and processing and tracking of certified mailings. Coordinates and tracks DAIO space needs, including work-station assignments, division drop down stations, renovation or relocation needs.
• Serve as back-up for the AA5, completing necessary AA5 functions, when needed. Support the AA5 for purchasing and travel requests.

Qualifications

Required qualifications:

Qualifying candidates will meet one of the following criteria options:

Option 1 :

High School graduation or equivalent field and four (4) years of the required experience below

Option 2 :

One (1) year of experience as an Administrative Assistant 3 in State Government in the experience listed below

The required experience includes:

• Knowledge of research methods, communication, and correspondence practices.
• Demonstrated ability to work independently.
• Demonstrated ability to work effectively with others, communicate effectively, both in writing and speech.
• Demonstrated ability to keyboard or typing accurately at a minimum net speed of 50 words per minute.
• Demonstrate confidentiality and professionalism in all actions.

Required competencies:

• The ability to take action to learn and grow.
• The ability to take action to meet the needs of others.

Preferred qualifications:

• Demonstrated experience utilizing excellent organization, verbal, analytic and written skills.
• Advanced skill level with Microsoft SharePoint and Teams, including channels.
• Advanced skill level with Microsoft Office products (Word, Excel, PowerPoint, Outlook, OneNote, Visio).
• Working knowledge of state government organization and administrative procedures.
• Two years' experience providing administrative support on a complex initiative.

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 in separate files:

• 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.