Administrative Assistant 3 (AA3/MPD) - Internal

Salary : $41,724.00 - $55,584.00 Annually Location : Thurston County - Olympia, WA Job Type: Full Time - Non-Permanent Remote Employment: Flexible/Hybrid Job Number: 2024-13129 Department: Health Care Authority Opening Date: 11/18/2024 Closing Date: 12/1/2024 11:59 PM Pacific Salary Information: The high end of the salary range, Step M is typically a longevity step Description Administrative Assistant 3 (AA3/MPD) - Internal 71028933 This is a non-permanent assignment ending 5/16/25 and is available to internal HCA employees only. Are you looking for an opportunity to showcase your administrative expertise while supporting impactful work within the Medicaid Programs Division? The Administrative Assistant 3 role offers the chance to collaborate with the Section Manager and QOPA supervisors and staff to manage key deadlines, coordinate meetings and workgroups, oversee expenditure control, and handle personnel administration. This position plays a vital role in facilitating large-scale stakeholder meetings, legislative assignments, and special projects that drive the success of the Quality Oversight and Program Alignment Section. If you have strong organizational, communication, and critical thinking skills and are eager to contribute to HCA's mission, this could be the perfect next step in your career 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 mission of the Medicaid Programs Division (MPD) within the Health Care Authority (HCA) is to deliver high-quality health care through innovative policies and purchasing strategies. These efforts support the purchase and delivery of medical services for eligible Washington residents. MPD staff collaborate across the agency, with other state agencies (such as the Department of Health and the Department of Social and Health Services), and with health care providers and community stakeholders. Together, they develop and manage evidence-based health care programs and purchasing strategies that enhance Apple Health clients' access to appropriate, high-quality care. MPD oversees the implementation and administration of Washington Apple Health managed care programs, including Managed Care Organizations (MCOs) and Behavioral Health Administrative Services Organizations (BH-ASOs). These programs serve over 2 million Washington residents across all 39 counties. Through these efforts, MPD supports HCA's mission: "Provide high-quality health care through innovative health policies and purchasing strategies." About the position: This role is responsible for providing administrative support duties to assist the section manager and QOPA supervisors and staff. This position serves to support the section manager in duties assigned, such as key deadlines, expenditure control, personnel administration, report preparation, and special assignments within the section. This role assists in arranging and tracking meetings and workgroups, especially for large or complex attendees, stakeholder workgroups, and legislative assignments. This position is crucial in achieving the goals of the section. This position is eligible to telework part-time but is required to report on-site 1-2 days a week to meet business need (Olympia, WA). 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: Oversee all aspects of administrative and resource coordination for the Quality Oversight and Program Alignment Section within the Medicaid Programs Division. Provide administrative support to the Section Manager, including secretarial duties. Ensure the Section Manager is aware of internal and external deadlines and assist in the prioritization of work activities. Review, correct, track, and approve all materials for the Section Manager's signature, including contracts, personnel documents, correspondence, travel requests, and purchase requests. The task involves organizing meetings with internal and external stakeholders by managing the workflow. This includes creating and sending meeting invites, reserving resources, setting agendas, taking and distributing minutes, coordinating with the meeting organizer and ensuring meetings don't overlap. 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. Serve as the primary coordinator for public disclosure activities within the section, ensuring timely coordination of Public Disclosure Requests (PDRs) in alignment with the MPD Public Disclosure Requests guideline, and coordinate all PDRs for QOPA. Provide administrative support to the Section Manager, coordinate office operations, and maintain the Manager's calendar. Compose and edit office correspondence, including letters to contractors, Director's assignments, federal correspondence, and Constituent Inquiries. Investigate operating methods and procedures in various agency and division functional areas and develop and recommend improved methods. Qualifications Required qualifications: Qualifying candidates will meet one of the following criteria options: Option 1: High School Diploma or GED and three (3) years of the required experience below Option 2: One year of experience as an Administrative Assistant 2. The required experience includes the following: Progressively responsible experience in working in an office providing clerical, secretarial, or general administrative support. Required skills and abilities: Two years of experience with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) in a professional office environment. Knowledge of office procedures and practices, business management practices, research methods, and data collection. Proficient in communication and correspondence practices. Ability to work independently, read, understand, and interpret policies and procedures, and develop written reports. Capable of working efficiently with others in a team setting. Strong verbal and written communication skills. Knowledge of report production, including the use of graphics and formatting techniques to enhance readability and engage readers. Demonstrates critical thinking and problem-solving skills. Clear and effective communication with various levels of professional staff in both written and verbal formats. Effective planning and project management skills. Preferred qualifications: Previous experience providing administrative support within a government setting. 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: 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 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. 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 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) 725-1723 or The Washington State Health Care Authority (HCA) is an All applicants with a in the United States are encouraged to apply. E-Verify® is a registered trademark of the U.S. Department of Homeland Security. to receive a list of new job postings at HCA. 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 I acknowledge that this opportunity is only open to internal HCA employees. Yes No 02 I acknowledge that this opportunity will require in-office work 1-2 days a week (Olympia, WA). Yes No 03 Which of the following best describes your professional experience with working in an office providing clerical, secretarial, or general administrative support? I do not have this experience Less than 1 year More than 1 year, but less than 3 years 3 or more years 04 Which of the following best describes your professional experience with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) in a professional 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 3 or more years 05 If you indicated you have the experiences noted in the above questions, 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. 06 If hired for this position, do you currently possess required documents to allow you to legally work within the United States? The attached link lists acceptable documents: https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents Yes No 07 Will you now or in the future require sponsorship for an immigration-related employment benefit?For purposes of this question "sponsorship for an immigration-related employment benefit" means "an H-1B visa petition, an O-1 visa petition, an E-3 visa petition, TN status and 'job flexibility benefits' (also known as I-140 portability or Adjustment of Status portability) for long-delayed adjustment of status applications that have been pending for 180 days or longer." (Please contact us at the email address on the bottom of this job posting if you are uncertain whether you may need immigration sponsorship or desire clarification.) Yes No Required Question