Administrative Assistant 4 (AA4/ERB) - State of Washington : Job Details

Administrative Assistant 4 (AA4/ERB)

70076937

Are you an experienced administrative professional with strong Microsoft Office skills? Join the Employees and Retirees Benefits (ERB) Division as an Administrative Assistant 4, where you'll provide high-level support to the Deputy Director and others by researching operating procedures and policies, coordinating travel arrangements, processing correspondence, and overseeing a small team. This hybrid role offers the chance to contribute to impactful healthcare benefits programs, while supporting state employees, school staff, and their families.

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:

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 that Washington residents have the opportunity to achieve optimal health. Our work is guided by three main pillars: 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 manages health care purchases, including behavioral health treatment for more than 2.7 million Washington residents, and provides behavioral health prevention, crisis, and recovery support to all residents. HCA's vision is to create a healthier Washington, while its mission is to deliver equitable, high-quality health care through innovative health policies and purchasing strategies.

About the position:

The Administrative Assistant 4 (AA4) position within the Employees and Retirees Benefits (ERB) Division at HCA provides high-level administrative support to the Deputy Director and other sections, including Policy, Rules, and Compliance; Portfolio Management and Monitoring; Benefits Accounts; and Benefits Strategy and Design. This role involves overseeing three staff members and contributing to a professional and supportive work environment. The ERB Division manages a $5 billion budget and covers over 770,000 lives through the Public Employees Benefits Board (PEBB) and School Employees Benefits Board (SEBB) programs, which offer insurance and benefits to state employees, higher education staff, K-12 school employees, and their dependents, while aligning with the Triple Aim of better health, better care, and lower costs.

This position is eligible to telework part-time but is required to report on-site 2-3 days a week 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. 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:

* Research and review ERB operating procedures and policies. Develop solutions or recommendations. Assist in devising ERB Division standards and procedures to ensure adherence to agency policies.

* In coordination with the Administrative Assistant 5 and Human Resources, dismiss, recruit, promote, and hire staff as appropriate.

* Organize meetings with internal and external stakeholders, including creating and sending meeting invitations, reserving appropriate resources, setting agendas, copying materials, taking and distributing meeting minutes, coordinating with meeting organizers, and ensuring meetings don't overlap, in addition to maintaining supervisor's calendar.

* Coordinate travel arrangements for the ERB Deputy Division Director. Process travel documents and reimbursements in the Travel Expense Management System (TEMS).

* File and retrieve organizational documents, establish and maintain complex electronic or manual file systems or database files, and archive dated material in accordance with regulations.

* Perform general clerical duties such as copying, faxing, mailing, and filing.

* Prepare reports and create surveys using ServiceNow for the Division Deputy Director and staff, and compile results for staff when complete.

* Process, assign, and track ERB Division incoming correspondence in HCA ServiceNow, PEB Board, and SEB Board electronic and physical mailboxes. Track to ensure deadlines are met.

* Serve as a liaison between the ERB Deputy Division Director and other staff members.

* Process, assign, and track Governor's referrals, Legislative referrals, and HCA Director's referrals. Track to ensure deadlines are met.

* Monitor and evaluate direct report work for quality and timeliness.

* Ensure direct reports complete required trainings within assigned deadlines.

* Approve and deny direct report leave requests as appropriate.

* Assist and direct staff with incoming, outgoing, and returned mail.

* Coordinate with division staff to collect and prepare all records for archiving.

* Ensure the Division is in compliance with WACs and RCWs when maintaining records.

Required qualifications:

Qualifying candidates will meet one of the following criteria options:

Option 1:

High School Diploma or GED and four (4) years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work.

Option 2:

One year of experience as an Administrative Assistant 3.

Preferred qualifications:

* Two years' experience supervising staff.

* Experience with Microsoft Office programs; Word, Outlook, and Excel.

* Ability to work with diverse groups and individuals to meet shared goals and outcomes.

* Knowledge of the PEBB and SEBB Programs.

* Knowledge of the Benefits 24/7 application.

* Experience in project management and coordination of team-based activities.

* Exhibit confidence and poise in interactions with individuals at all levels.

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 [email protected]. 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 [email protected].

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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