Salary : $37,740.00 - $50,088.00 Annually

Location : Thurston County - Olympia, WA

Job Type: Full Time - Permanent

Remote Employment: Remote Optional

Job Number: 2024-00358

Department: Health Care Authority

Division: BHR

Opening Date: 01/08/2024

Closing Date: 1/15/2024 11:59 PM Pacific

Salary Information: The high end of the salary range, Step M is typically a longevity step

Description

Administrative Assistant 2 (AA2/DBHR)
71062086

This position provides administrative support to the Recovery Support Services Supervisor, including managing their calendar, scheduling meetings with internal and external partners, tracking team projects, making travel arrangements, and managing purchasing for the unit. This individual will be highly organized in supporting a team managing a variety of work that directly affects Washington residents. If you are an administrative professional in search of a great team doing important work, this may be the position for you!

Division philosophy statement:
The Division of Behavioral Health and Recovery (DBHR) values and seeks diversity, equity, and inclusion as integral to the behavioral health field. We support, embrace, and celebrate everyone's uniqueness, promote inclusion, and commit to remove systemic barriers that affect our workforce, our providers, and the people that receive prevention, treatment, and/or recovery support services.

About the unit:
The Recovery Support Services (RSS) team's purpose is to support the HCA mission and strategic goals through ensuring the delivery of high quality recovery support services through grants, statewide innovative health policies, and service purchasing strategies related to substance use disorders, including increasing access to supportive housing supported employment and peer services. This position reports to and provides sole professional administrative support for the RSS supervisor and team.

This position is eligible to telework and is typically not required to report on-site. 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.

Duties

Some of what you will do:
Provide confidential, timely, high-level, and professional administrative support to the RSS team supervisor.

• Manage and maintain supervisor's calendar using independent judgment for scheduling meetings and selecting meeting logistics.
• Coordinate meetings with internal/external business partners and organize the email inbox flow and responses.
• Prepare materials for meetings, assist with equipment and system requests, and maintain division files and records for the RSS supervisor and staff.
• Draft correspondence and edit communications from the RSS team to ensure clarity and compliance with agency policies, procedures, and other rules/regulations.
• Ensure that team members are aware of and in compliance with correspondence guidelines, particularly in regard to following appropriate protocols established for correspondence with Native American tribes.
• Coordinate the hiring process for new employees by distributing job announcements, tracking applications received, scheduling interviews, preparing interview packets for both panel and candidate, participating in interviews, requesting background checks, and sending out decision letters.
• Attend meetings on behalf of the RSS supervisor when appointed or requested.
• Plan and organize processes within the RSS team.
• Participate in process improvement efforts.

Provide confidential, high-level administrative support to RSS team members and other DBHR staff as it relates to RSS service provision.

• Prepare documentation as needed for purchases made by the RSS team.
• Make travel arrangements, prepare appropriate paperwork, and organize itineraries for staff and volunteers.
• Coordinate meetings with internal/external business partners. Provide logistics and prepare required materials needed to facilitate meetings, conferences, trainings, and conference calls and serve as the contact person for attendance, registrations, or conference call participation. Provide meeting minutes.

Serve as the Records Coordinator for the RSS Team.
Qualifications

Required qualifications:

Candidates will qualify if they meet one of the following three criteria:

• One year of experience as an Administrative Assistant 1, OR
• High school graduation or GED AND two years of responsible office experience at the senior clerical level or higher.

Preferred qualifications:

Experience:

• Three years of experience utilizing Microsoft Office programs in an office environment
• Working in the behavioral health field
• Certification or eligibility to become a
• Supporting a team of at least five staff performing tasks such as taking meeting notes, managing travel requests, organizing meetings, and processing purchase orders
• Using MS Office suite software and SharePoint

Demonstrated ability to:

• Research complex data.
• Maintain personal and professional characteristics that are needed to meet organization's expectations and demands of the workplace.
• Effectively and professionally communicate technical, sensitive, and/or confidential matters to diverse groups of people both verbally and in writing.
• Provide excellent customer service to diverse groups of people with varying needs.
• Develop and maintain effective, professional, collaborative working relationships with a diverse range of customers and co-workers, encourage teamwork, and establish trust and credibility with others.
• Readily adapt to new situations and be open to change.
• Actively listen and understand what is being communicated.
• Work independently with little supervision and demonstrate initiative.
• Analyze and interpret information in order to provide options and solutions.
• Independently prioritize workload and multi-task while staying organized and paying close attention to detail.
• Adhere to state laws and collective bargaining agreements.

Professional knowledge of:

• Government organization and administrative procedures.
• Standard office methods and procedures.
• State agency policies, procedures, and collective bargaining agreements.
• Office organization, methods, and management principles.
• Modern methods of performing various kinds of clerical/administrative work and measuring work production; office materials, supplies, inventory control and records management.

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.

Supplemental Information

About HCA:
The Washington State Health Care Authority (HCA) is committed to whole-person care, integrating physical health and behavioral health services for better results and healthier residents.

HCA purchases health care for more than 2.5 million Washington residents through Apple Health (Medicaid), the Public Employees Benefits Board (PEBB) Program, and the School Employees Benefits Board (SEBB) Program. As the largest health care purchaser in the state, we lead the effort to transform health care, helping ensure Washington residents have access to better health and better care at a lower cost.

What we have to offer:

• Meaningful work with friendly co-workers who care about those we serve
• A clear agency mission that drives our work and is person-centered
• A healthy work/life balance, including alternative/flexible schedules and mobile work options.
• A great total compensation and benefit package
• 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. Our diversity and inclusion efforts include embracing different cultures, backgrounds and viewpoints while fostering growth and advancement in the workplace. Women, racial and ethnic minorities, persons of disability, persons over 40 years of age, disabled and Vietnam era veterans, as well as people of all sexual orientations and gender identities are encouraged to apply. Persons with disabilities needing assistance in the application process, or those needing this job announcement in an alternative format may contact Jake Nelko at 360.725.0945 or

The Washington State Health Care Authority (HCA) is an All applicants with a in the United States are encouraged to apply.

More than Just a Paycheck!
Employee benefits are not just about the kind of services you get, they are also about how much you may have to pay out of pocket. Washington State offers one of the most competitive benefits packages in the nation.

We understand that your life revolves around more than just your career. Like everyone, your first priority is ensuring that you and your family will maintain health and financial security. That's why choice is a key component of our benefits package. We have a selection of health and retirement plans, paid leave, staff training and other compensation benefits that you can mix and match to meet your current and future needs.

Read about our benefits:
The following information describes typical benefits available for full-time employees who are expected to work more than six months. Actual benefits may vary by appointment type or be prorated for other than full-time work (e.g. part-time); view the job posting for benefits details for job types other than full-time.

Note: If the position offers benefits which differ from the following, the job posting should include the specific benefits.

Insurance Benefits
Employees and their families are covered by medical (including vision), dental and basic life insurance. There are multiple medical plans with affordable monthly premiums that offer coverage throughout the state.

Staff are eligible to enroll each year in a medical flexible spending account which enables them to use tax-deferred dollars toward their health care expenses. Employees are also covered by basic life and long-term disability insurance, with the option to purchase additional coverage amounts.

To view premium rates, coverage choice in your area and how to enroll, please visit the Public Employees Benefits Board (PEBB) website. The Washington Wellness program from the Health Care Authority works with PEBB to support our workplace wellness programs.

Dependent care assistance allows the employee to save pre-tax dollars for a child or elder care expenses.

Other insurance coverage for auto, boat, home, and renter insurance is available through payroll deduction.

The Washington State Employee Assistance Program promotes the health and well-being of employees.

Retirement and Deferred Compensation
State Employees are members of the Washington Public Employees' Retirement System (PERS). New employees have the option of two employer contributed retirement programs. For additional information, check out the Department of Retirement Systems' web site.

Employees also have the ability to participate in the Deferred Compensation Program (DCP). This is a supplemental retirement savings program (similar to an IRA) that allows you control over the amount of pre-tax salary dollars you defer as well as the flexibility to choose between multiple investment options.

Social Security
All state employees are covered by the federal Social Security and Medicare systems. The state and the employee pay an equal amount into the system.

Public Service Loan Forgiveness
If you are employed by a government or not-for-profit organization, and meet the qualifying criteria, you may be eligible to receive student loan forgiveness under the Public Service Loan Forgiveness Program.

Holidays
Full-time and part-time employees are entitled to paid holidays and one paid personal holiday per calendar year.

Note: Employees who are members of certain Unions may be entitled to additional personal leave day(s), please refer to position specific Collective Bargaining Agreements for more information.

Full-time employees who work full monthly schedules qualify for holiday compensation if they are employed before the holiday and are in pay status for at least 80 nonovertime hours during the month of the holiday; or for the entire work shift preceding the holiday.

Part-time employees who are in pay status during the month of the holiday qualify for the holiday on a pro-rata basis. Compensation for holidays (including personal holiday) will be proportionate to the number of hours in pay status in the month to that required for full-time employment, excluding all holiday hours. Pay status includes hours worked and time on paid leave.

Sick Leave
Full-time employees earn eight hours of sick leave per month. Overtime eligible employees who are in pay status for less than 80 hours per month, earn a monthly proportionate to the number of hours in pay status, in the month to that required for full-time employment. Overtime exempt employees who are in pay status for less than 80 hours per month do not earn a monthly accrual of sick leave.

Sick leave accruals for part-time employees will be proportionate to the number of hours in pay status, in the month to that required for full-time employment. Pay status includes hours worked, time on paid leave and paid holiday.

Vacation (Annual Leave)
Full-time employees accrue vacation leave at the rates specified in (1) or the applicable collective bargaining agreement (CBA). Full-time employees who are in pay status for less than 80 nonovertime hours in a month do not earn a monthly accrual of vacation leave.

Part-time employees accrue vacation leave hours in accordance with (1) or the applicable collective bargaining agreement (CBA) on a pro rata basis. Vacation leave accrual will be proportionate to the number of hours in pay status, in the month to that required for full-time employment.

Pay status includes hours worked, time on paid leave and paid holiday.

As provided in , an employer may authorize a lump-sum accrual of vacation leave or accelerate the vacation leave accrual rate to support the recruitment and/or retention of a candidate or employee for a Washington Management Service position. Vacation leave accrual rates may only be accelerated using the rates established WAC 357-31-165.

Note: Most agencies follow the civil service rules covering leave and holidays for exempt employees even though there is no requirement for them to do so. However, agencies are required to adhere to the applicable RCWs pertaining holidays and leave.

Military Leave
Washington State supports members of the armed forces with 21 days paid military leave per year.

Bereavement Leave
Most employees whose family member or household member dies, are entitled to three (3) days of paid bereavement leave. In addition, the employer may approve other available leave types for the purpose of bereavement leave.

Additional Leave
Leave Sharing

Family and Medical Leave Act (FMLA)
Leave Without Pay

Please visit the State HR Website for more detailed information regarding benefits.

Updated 12-31-2022

01

Which of the following best describes your responsible office experience at the senior clerical level or higher?

• I do not have this experience
• Less than 2 years
• More than 2 years, but less than 4 years
• More than 4 years, but less than 6 years
• More than 6 years

02

If you indicated you have the experience noted in the above question, please explain how, where, and when you gained this knowledge and experience (must be reflected in the work experience of your application). Do not state "see resume". If you answered no, please type N/A in the text box below.

03

Which of the following best describes your professional work experience utilizing Microsoft Office programs in an office environment?

• I do not have this experience.
• Less than 1 year
• More than 1 year, but less than 2 years
• More than 2 years, but less than 3 years
• More than 3 years

04

Which of the following best describes your professional work experience in the behavioral health field?

• I do not have this experience.
• Less than 1 year
• More than 1 year, but less than 2 years
• More than 2 years, but less than 3 years
• More than 3 years

05

Which of the following best describes your professional work experience supporting a team of at least five staff performing tasks such as taking meeting notes, managing travel requests, organizing meetings, and processing purchase orders?

• I do not have this experience
• Less than 1 year
• More than 1 year, but less than 2 years
• More than 2 years, but less than 3 years
• More than 3 years

06

Which of the following best describes your professional work experience in a government organization?

• I do not have this experience
• Less than 1 year
• More than 1 year, but less than 2 years
• More than 2 years, but less than 3 years
• More than 3 years

07

Are you eligible to become a Certified Peer Counselor or currently certified?

• Yes, I am certified.
• Yes, I am eligible to be certified.
• No, I am neither certified nor eligible.

08

I acknowledge that I have included a resume, cover letter, and at least three references with my application.

• Yes
• No

09

Please describe how you would use your knowledge and understanding of diversity, equity, and inclusion to remove systemic barriers to increase access for all people who need behavioral health services.

Required Question