Administrative Assistant 2 (AA2/ERB)

Full Job Description

Administrative Assistant 2 (AA2/ERB)

71071474

This position independently performs important administrative duties for the Employees and Retirees Benefits (ERB) Division in an administrative assistant team.

This administrative assistant works a hybrid schedule to support in-person board meetings as well as other in-person and online meetings.

The ideal candidate will have demonstrated an ability to manage a variety of tasks and pivot when priorities change, including managing staff calendars, coordinating staff travel arrangements, backing up their supervisor, and using several computer programs at once to handle returned mail.

If you are looking for an opportunity to use your ability to pay attention to detail while balancing tasks, this may be the opportunity 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 Employees and Retirees Benefits (ERB) Division within HCA is comprised of two programs with an overall spending budget of almost $5 billion dollars for over 725,000 covered lives:

The Public Employees Benefits Board (PEBB) Program provides insurance coverage and administers benefits and eligibility for eligible employees of state agencies, higher-education institutions, employer groups, and their dependents.

The PEB Board also offers retiree and other continuation of coverage benefits such as COBRA for those who meet state eligibility and procedural requirements.

The School Employees Benefits Board (SEBB) Program provides coverage for eligible employees of K-12 schools, Educational School Districts (ESDs), Charter Schools, and their dependents.

Through value-based purchasing and creating policies that align with the Triple Aim (better health, better care, lower costs), both the PEBB and SEBB Programs are helping to position the agency in successfully achieving its mission and goals.

About the position:

This position provides administrative support to the Division Deputy Director; administrative assistant team; and several teams within ERB.

This position supports the PEB and SEB boards, including technical and other support during the 20 in-person meetings each board season.

This individual performs high-level administrative duties as assigned and delegated by the section managers, such as directing and coordinating special projects, seeing projects through to completion, and managing projects within timeframes.

This position is eligible to telework but is required to report on-site three days per week to meet business needs.

These days include Thursday and two other days to be determined between the employee and supervisor.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. HCA has currently suspended the ability to support out-of-state telework.

Requirements

Some of what you will do:

• Maintain Outlook calendars and provide administrative support for section managers, supervisors, and staff.
• Schedule meetings and transcribe meeting minutes.
• Draft and proofread correspondence and materials for punctuation, grammar, spelling, format, and accuracy for final review and signature.
• Perform complex word processing tasks such as merging and sorting, integrating text with graphics, and creating Excel spreadsheets as needed.
• Make travel arrangements for division staff according to HCA and ERB travel policies and procedures.
• Support in-person & hybrid meetings at Cherry Street Plaza. Assist with setting up hybrid meeting functionality, including the in-room audio/visual equipment.
• Assist the AA4 in developing and monitoring administrative procedures and training processes for efficiency and effectiveness.
• Process incoming/outgoing mail, faxes, agency courtesy copies, and returned mail in-person at Cherry Street Plaza.
• Research returned mail and send documents to agencies and subscribers.
• Order, receive, and maintain document supply inventory.
• Assist with PEB and SEB Board meetings, including refreshments, Board materials, and audio/visual equipment.

Qualifications

Required qualifications:

Qualifying candidates will meet one of the following criteria options:

Option 1:

• One (1) year of experience as an Administrative Assistant 1

Option 2:

• High school graduation or GED,
• Two (2) years of responsible office experience at the senior clerical level or higher, and
• Ability to type accurately at a minimum net speed of 50 words per minute.

Required competencies:

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

Preferred qualifications:

• Two (2) years of experience with Adobe Acrobat Pro and Microsoft Office Suite, including Word, Excel, and Outlook. Similar word processing, spreadsheet, and email software programs will substitute for MS Office products.
• Experience working collaboratively on an administrative team.
• One (1) year of experience drafting or proofreading correspondence or materials for punctuation, grammar, spelling, formatting, and accuracy.
• One (1) year of 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).
• Completion of an associate or bachelor’s degree.

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.

Additional Information

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.
• 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 HCAjobs@hca.wa.gov.

Persons with disabilities needing assistance in the application process, or those needing this job announcement in an alternative format may contact Jake Nelko at jake.nelko@hca.wa.gov or 360.725.0945.

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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