Administrative Assistant

Office of Behavioral Health Advocacy; Olympia, Northern (WA, KY); Hybrid; USD 34,000 - 40,000; Full time

Benefits offered by this job

3 weeks paid vacation

Paid sick time

Simple IRA with 3% match

Health, dental, and vision insurance

Employee assistance program

Job summary

Office of Behavioral Health Advocacy is seeking an Administrative Assistant to provide essential administrative support, budgeting assistance, and compliance tracking. You will help organize meetings, track grant-related activities, and coordinate communication across teams to ensure timely delivery of contractual obligations.

The role emphasizes discretion, strong organizational skills, and proficient use of Microsoft Office.

Qualifications

• Minimum 3 years of administrative support experience.
• Experience with contract compliance, deliverable tracking, and reporting.
• Proficiency with Microsoft Office products (Word, Excel, Outlook, OneNote).
• Ability to work with spreadsheets, databases, and documentation systems.
• Strong written and verbal communication; able to summarize information clearly.
• Maintains confidentiality and discretion with sensitive information.

Responsibilities

• Exercise discretion on significant matters as assigned.
• Track grant/contract income and expenditures.
• Assist budgeting to meet contract deliverables.
• Prepare, submit, and track grant applications/contracts.
• Organize meetings and events; take notes and follow up.

Skills

Microsoft Office

Organization

Communication

Time management

Writing

Research

Discretion

Tools

Microsoft Word/Excel/Outlook/OneNote

Job description

Part Time / Full Time: Full Time (Non-Exempt)

Hourly / Salary: Hourly

Pay Scale: $25.37 - $29.30 DOE

Reports to: Executive Assistant - CEO

Supervisory Role: No

General Summary

The Administrative Assistant's role provides administrative, organizational, documentation, and compliance support to ensure that organizational activities, programs, and processes are carried out accurately, efficiently, and in alignment with contractual, regulatory, and internal accordance with the Office of Behavioral Health Advocacy's (OBHA) vision. This individual will ensure OBHA is better positioned to be prepared and available for organizational development, relationship building, and oversight of leadership staff in fulfillment of Peer Washington's purpose, vision, and mission.
OBHA is an independent department dedicated to protecting the rights and interests of Washingtonians and their loved ones who are engaged in behavioral health services. OBHA provides consulting, resources, advocacy, and mediation for individuals and families navigating concerns or complaints within public and private behavioral health systems across Washington State. Through this work, OBHA upholds patient rights, supports equitable access to services, and ensures that individuals' voices are heard and respected.

Primary Responsibilities

• Exercise discretion and independent judgment on matters of significance as assigned.
• Support tracking of grant/contract income and expenditures.
• Support budgeting processes to ensure contract deliverables are met.
• Assist in the preparation, submission, and tracking of grant applications/contracts, ensuring deadlines are met and documentation is complete.
• Organize and set up advisory committee, staff, and business-related meetings and events including reminder notifications, note taking, and follow-up communication where appropriate.
• Manage the CAO' calendar prioritizing sensitive/urgent matters.
• Filter and organize email communication.
• Coordinate business travel arrangements, including per diem rate negotiations.
• Collect, compile, and record data, preparing standard and custom reports with information necessary for decision-making.
• Create, edit, and format internal/external correspondence and communication on behalf of OBHA.
• Edit, coordinate, and compile operations and standard operating procedure manuals.
• Research topics and provide a summary and recommendation where appropriate.
• Enter, extract, view, and summarize data in documents, spreadsheets, and database systems (i.e., Empower DB and Smartsheet)
• Organize electronic and paper files.
• Manage access to confidential and sensitive information with absolute discretion.
• Maintain accurate records of compliance activities, meetings, action items, approvals, and required documentation.
• Manage minor accounting and financial functions such as expense reports, compiling financial data.
• Assist with developing and maintaining training materials, reference documents, forms, and process documentation.
• Respond to phone calls and emails within one business day.
• Manage and coordinate special events.
• Manage and coordinate special projects.
• All other duties as assigned.

Required Qualifications

• Minimum of 3 years of proven experience as an administrative assistant or other relevant administrative support work
• Experience with contract compliance, deliverable tracking, and reporting
• Proficiency with Microsoft Office products, including Word, Excel, Outlook, and OneNote.
• Ability to work with spreadsheets, databases, electronic files, and documentation systems.
• Ability to communicate concerns and potential compliance or operational risks appropriately.
• Excellent organizational, analytical, and written/verbal communication skills.
• Must be proficient in One Note
• Strong problem-solving skills
• Demonstrated professional writing, proofreading, and grammatical skills.
• Exhibit leadership skills
• Ability and desire to work in a highly diverse work environment
• Ability to work independently, to manage time effectively, and organize and prioritize daily workload.
• Ability to meet deadlines in a fast-paced quickly changing environment.
• Resourceful in finding information, answers, and researching technology.b
• Strong interpersonal skills are both positive and professional.
• Ability to pivot/adjust to meet the needs of shifting priorities.
• Maintain confidentiality and discretion with sensitive information.
• The ability to work a regular schedule with occasional nights and weekends.
• Comfortable with flexible work locations, with the ability to travel within Washington State and on occasion nationally

Additional Responsibilities

This is not intended to be an exhaustive list of responsibilities. In addition to the responsibilities listed above, the Administrative Assistant will be responsible for any additional tasks that are assigned by the CEO's Executive Assistant and CAO.

Compensation

• Starting Wage $25.37 - 29.30 DOE
• Paid Vacation Time - 3 weeks per year, accrued at 5.00 hours per bimonthly pay period, 120-hour maximum annual carryover.
• Paid Sick Time - 80 Hours per year, accrued at 3.33 hours per bimonthly pay period, 480-hour maximum annual carryover.
• Three Personal Days per quarter. Personal days do not carry over from year to year, have no monetary value, and are forfeited upon employment separation.
• Medical, Dental, Vision, Life, AD&D, and Long-Term Disability; employee premiums covered by employer at 100% for employees.
• Simple IRA through Charles Schwab with an employer match of up to 3%
• Employee Assistance Program through Mutual of Omaha
• Peer Washington covers the employee portion of Washington Unemployment and Paid Family Medical Leave at 100%.