Summary

This role serves as an executive assistant to the top legal officer at Washington's Health Care Authority, handling high-level administrative tasks like managing schedules, coordinating meetings, and leading a team of support staff.

It involves acting as a key liaison for division operations, including facilities and personnel, while ensuring smooth communication with internal and external parties.

Ideal for someone with strong organizational skills, experience in administrative leadership, and a passion for public service in a stable government environment.

Key Requirements

High-level administrative experience with independent judgment and decision-making
Ability to manage multiple calendars, appointments, and logistics for senior executives
Experience coordinating meetings, events, and interactions with stakeholders and the public
Skills in creating, editing, and finalizing complex, confidential documents and correspondence
Leadership experience overseeing a team of administrative professionals
Proficiency in analyzing correspondence, maintaining records, and handling operational matters like facilities and IT
Comfort representing executives at meetings and civic functions, with delegated authority for administrative decisions

Full Job Description

Administrative Assistant 5 (AA5/DLS)

71028357

This position as an Executive Assistant to the Chief Legal Officer for the Washington State Health Care Authority (HCA) is a high-level, strategic administrative role that would appeal to someone looking for significant responsibility, stability, and career development within public service.

If you have previous administrative experience and are looking for an excellent opportunity, please apply.

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 Legal Services (DLS) 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 Office (Assistant Director) 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 Chief Legal Officer’s liaison on division matters including facilities, personnel, equipment, supplies and information technology.

Support includes coordinating meetings, drafting correspondence for the Assistant Director’s signature and assisting with inquiries coming to the division from a variety of individuals.

This position is eligible to telework part time but is frequently required to report onsite to meet business needs.

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:

Performs high level administrative duties using independent judgment.
Acts on behalf of the Chief Legal Officer and has delegated authority to oversee, coordinate and make decisions regarding administrative and operational matters
Coordinate and maintain multiple calendars and appointments for the Chief Legal Officer.
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.
Leads a team of administrative professionals across the division to ensure adherence to the expectations of the Chief Legal Officer related to consistency, style, and administrative support provided within the division.
Create, review, edit and finalize complex and confidential correspondence, documents and reports for the Chief Legal Officer’s signature or other senior management personnel for dissemination to internal and external stakeholders, and may, as determined by the Chief Legal Officer, exercise signature authority on personnel or other administrative matters.
Represent the Chief Legal Officer at meetings and attend civic functions on behalf of the Division. Receive and confer with official visitors and the public.
Manage and coordinate the scheduling of calendars, logistics, critical and/or large-scale meetings, and events as required.

Assist the Chief Legal Officer with the coordination of strategic and operational initiatives.

When authorized, act on behalf of the Chief Legal Officer 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.

Qualifications

Required qualifications:

Qualifying candidates will meet one of the following criteria options:

Option 1:

A master’s degree in business administration, public administration or closely allied field.
One (1) year of administrative or supervisory experience.

Option 2:

A bachelor’s degree in business administration, public administration or closely allied field.
Three (3) years of administrative or supervisory experience.

Option 3:

Seven (7) years of administrative or supervisory experience.

Option 4:

One (1) year as an Administrative Assistant 4

Option 4:

Two (2) years as an Administrative Assistant 3

Required competencies:

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

Preferred qualifications:

Skills and abilities:

Ability to manage and coordinate the scheduling of calendars, logistics, critical and or meetings, and events as required.
Ability to work with computer software including Outlook, Word, Excel, PowerPoint, SharePoint and miscellaneous programs, and knowledge of websites.
Effectively use office equipment including computers, fax machines, phones, copiers, and printers.

This position requires keen attention to detail. Mistakes made by this position can be highly visible.
Ability to effectively use databases, collect and analyze data, and recommend process improvements based on the information.
Ability to create with accuracy, maintain, update and report on confidential requests, databases, special projects, files and correspondence.
Ability to draft, review, and edit documents with accuracy.
Familiarity with terminology and documents related to rulemaking, human resources, contracts, staff development, legal services, and public disclosure administration or similar work functions.
Ability to multi-task and stay organized in a fast-paced work environment.
Ability to delegate and assign projects to staff.

Interpersonal:

Ability to work cooperatively and effectively with a wide variety of people.
Demonstrate mastery of interpersonal skills to ensure customers feel valued and heard.
Act as a liaison between the Assistant Director, division, various administrations, agencies and external stakeholders and may have delegated authority to resolve issues and requests.
Support effective communications throughout the organization.
Demonstrate flexibility and communicate effectively with managers, employees and diverse groups of internal and external stakeholders to help establish effective workplace relationships.

Professionalism:

Display a professional demeanor in all communications written (in email or other correspondence), verbal (in person or via phone) and in attire so as to best represent the values of the division and HCA.
All contacts should be treated respectfully and professionally.
Demonstrate mastery of professional communications skills to ensure contacts with the Division leave with a positive impression of the office, feel important and respected and leave with an understanding of how their needs will be met, by whom and within what timeframe.
Maintain the highest standards of personal/professional and ethical conduct and support the State’s goals for a diverse workforce.

Inclusiveness and Teamwork/Supporting Peers:

Model “inclusiveness” and a teamwork attitude where everyone is part of the team, in order to build strength and cohesiveness.
Work with other executive support staff to ensure back-up for each other.
Meet and communicate with executive support staff and Team Coordinator on a regular basis regarding assignments, special projects, and following up with other support staff after planned and unplanned absences.
Promote teamwork and collaboration with assigned areas of responsibility and among other HCA administrative positions.

Maintain Confidences and Confidential Information:

Position comes in contact with many forms of confidential information, including, but not limited to, personnel information, investigations, lawsuits, public disclosure requests, and management strategies under discussion.
Confidential and sensitive information is to be shared on a “business need to know” basis.
Demonstrate mastery of maintaining confidences and confidential information to ensure adherence to these standards in actuality and appearance.
Use of independent professional judgment regarding the highest level of confidential and sensitive matters is critical in this position.

Problem Solving:

Employ strategies that deescalate conflict and positively contribute to developing solutions. The position requires independent judgment, decision making and multi-tasking in a complex support arena and setting and meeting strategic divisional goals and objectives.
Position has delegated authority to resolve daily issues and requests, handle customer service issues and complaints, and to recommend process improvements.
Effectively use logical analysis and judgment in resolving organizational issues.
Resolve problems within the area of assigned responsibility and provide good customer service.

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 them 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 Angelic Matthews at angelic.matthews@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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✓ Fresh Listing

Administrative Assistant 5 (AA5/DLS)

SES Pay Grade

Job Description

Summary

Key Requirements

Full Job Description

Requirements

Qualifications

Additional Information

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