Administrative Assistant 2 (AA2/DBHR)

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 Certified Peer Counselor 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 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.
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 jake.
nelko@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.