Administrative Assistant 3 (AA3/DBHR) – Internal

State of Washington; Olympia (WA); Hybrid; USD 60,000 - 76,000; Full time

Job summary

State of Washington’s Health Care Authority in Olympia, WA seeks an Administrative Assistant 3 – Internal to support the Behavioral Health and Recovery Division (BH/RSS). This full-time, hybrid position requires on-site presence two days per week and is available to current HCA employees.

You will manage calendars, correspondence, hiring processes, records retention, and public disclosure requests, while collaborating with section leadership and program managers.

Qualifications

• Demonstrated proficiency in providing administrative support, coordinating office activities, and completing assignments accurately and within established timelines.
• Clear and professional written and verbal communication with staff, management, customers, and external partners.
• Ability to organize competing assignments, maintain schedules, and meet deadlines in a changing office environment.
• Proficiency in using office software, electronic records, calendars, and administrative systems to prepare documents and track information.
• Commitment to courteous, responsive, and effective service while addressing inquiries and referring complex matters appropriately.
• Knowledge of maintaining accurate records, organizing files, and following retention and confidentiality requirements.

Responsibilities

• Manage the Section Manager's calendar, inbox, and meeting logistics with independent judgment.
• Prepare meeting materials, agendas, notes, and attend meetings on the Section Manager's behalf when requested.
• Draft, format, and proofread correspondence in line with agency policy and tribes protocols.
• Coordinate hiring for the section and set up workspaces for new staff.
• Track personnel requirements, performance evaluations, and annual reviews.
• Arrange travel, prepare purchase documentation, and manage equipment inventory annually.
• Serve as Records Coordinator for retention compliance and public disclosure coordination.
• Assist with federal grant applications and track preparation of section fact sheets and program profiles.
• Receive visitors and respond to inquiries, participating in Lean improvements.

Skills

Administrative support

Communication

Organization & prioritization

Office technology

Customer service

Records management

Tools

Microsoft Office

SharePoint

Job description

Administrative Assistant 3 – Internal

This is a full-time, permanent, hybrid position based in Olympia, WA requiring 2 days a week on site.

This opportunity is internal and only available to current HCA employees.

All HCA employees are required to be Washington state residents upon their first day of employment.

The Opportunity

Be the organizational backbone of a team that supports behavioral health recovery services across Washington. The Division of Behavioral Health and Recovery (DBHR) is seeking an Administrative Assistant 3 to serve as the sole professional administrative support to the Behavioral Health and Recovery Support Services (BH/RSS) Section Manager, while also supporting the section's program managers. You will keep the section running smoothly, from managing calendars and correspondence to coordinating hiring, records, and public disclosure requests.

Key Responsibilities

• Manage the Section Manager's calendar, inbox, and meeting logistics using independent judgment.
• Prepare meeting materials, agendas, and notes, and attend meetings on the Section Manager's behalf when requested.
• Draft, format, and proofread correspondence to ensure clarity and compliance with agency policy, including protocols for correspondence with Tribes.
• Coordinate hiring for the section, from distributing job announcements and scheduling interviews to preparing interview packets and setting up workspaces for new staff.
• Track personnel requirements for section staff, such as performance evaluations, position descriptions, and annual review documents.
• Arrange travel for staff and volunteers, prepare purchase documentation, and manage the annual equipment inventory.
• Serve as Records Coordinator, ensuring records retention compliance and coordinating public disclosure requests, including gathering, redacting, and preparing records for release.
• Assist with federal grant applications and track preparation of the section's fact sheets and program profiles before each legislative session.
• Receive official visitors and the public, respond to inquiries, and take part in process improvement and Lean activities.

Why You’ll Love This Role

• You'll be a trusted partner to section leadership, with a real voice in how the team operates.
• Your work will support programs that help people across Washington on their path to recovery.
• You'll gain broad experience across hiring, records management, legislative support, and grants.
• You'll have a hybrid schedule that balances time in the office with telework.

What You Bring

You are a dependable, highly organized professional who takes initiative and works well with little supervision. You stay calm when priorities shift, adapt readily to change, and pay close attention to detail. You listen carefully, handle confidential information with discretion, and build trusting, collaborative relationships with coworkers and customers from many backgrounds. You take pride in helping your team succeed.

Required Qualifications

Experience may have been gained through paid or unpaid activities. Please ensure any relevant experience defined below is outlined in your cover letter, resume, and application.

• Administrative Support: Demonstrated proficiency in providing administrative support, coordinating office activities, and completing assignments accurately and within established timelines.
• Communication: Demonstrated skill in communicating clearly and professionally, both verbally and in writing, with staff, management, customers, and external partners.
• Organization and Prioritization: Demonstrated ability to organize competing assignments, establish priorities, maintain schedules, and meet deadlines in a changing office environment.
• Office Technology: Demonstrated proficiency in using office software, electronic records, calendars, and other administrative systems to prepare documents, track information, and support daily operations.
• Customer Service: Demonstrated commitment to providing courteous, responsive, and effective service while addressing inquiries and referring complex matters appropriately.
• Records and Information Management: Demonstrated knowledge of maintaining accurate records, organizing files, retrieving information, and following applicable retention and confidentiality requirements.

Required Competencies

• Equity lens – All HCA employees are required to consider equity in their decisions, processes, and day-to-day work, including how their work may affect the people and communities we serve.
• The ability to take action to learn and grow – You take action to learn and grow by seeking new perspectives, learning from experiences, and using what you’ve learned to continuously improve how you work and serve others.
• The ability to take action to meet the needs of others – You take action to meet the needs of others by listening, understanding different perspectives, and responding with care, respect, and solutions that support the people of the communities we serve.

Preferred Qualifications

While these are not required, having them may help you stand out as an applicant.

• Experience as an Administrative Assistant 2.
• Demonstrated progressively responsible experience in office/clerical, secretarial, or general administrative work.
• Experience using Microsoft Office Suite software and SharePoint.
• Completion of WA State Contract Management 101 and WA State Purchasing and Procurement Ethics through the Washington State Department of Enterprise Services.
• Demonstrated ability to research complex data and to analyze and interpret information in order to provide options and solutions.
• Demonstrated ability to effectively and professionally communicate technical, sensitive, and/or confidential matters to diverse groups of people, both verbally and in writing.
• Demonstrated ability to adhere to state laws and collective bargaining agreements.
• Knowledge of government organization and administrative procedures; state agency policies, procedures, and collective bargaining agreements; office organization, methods, and management principles; and modern methods of clerical and administrative work, including inventory control and records management.

About the Division of Behavioral Health and Recovery (DBHR)

The Division of Behavioral Health and Recovery (DBHR) provides support for substance use treatment, mental health services, and problem gambling services through prevention, treatment, peer, and recovery support. DBHR promotes evidence-based and promising approaches to behavioral health. Within DBHR, the Behavioral Health and Recovery Support Services (BH/RSS) team supports HCA's mission through grants, statewide innovative health policies, and service purchasing strategies related to behavioral health, including increasing access to community-based treatment.

About the Washington State Health Care Authority

Better Health. Better Care. A Healthier Washington.

At HCA, we work to ensure people across Washington have the opportunity to be as healthy as possible. As the State’s largest health care purchaser and behavioral health authority, HCA serves nearly 3 million Washington residents through Apple Health (Medicaid), Public Employees Benefits Board (PEBB) and School Employees Benefits Board (SEBB) programs, and behavioral health services. Through this work, HCA purchases and coordinates care coverage, supports behavioral health prevention, treatment, crisis response, and recovery and helps strengthen access to high-quality care across Washington.

More than a benefits package:

We want our employees to have the support, flexibility, and benefits they need to do their best work and build a career that works for their life. As a Washington State HCA employee, you’ll have access to a comprehensive benefits package that supports your health, financial well-being, and work-life balance. Our benefits are designed to support you today while helping you plan for the future. Learn more about Voices of HCA and the "Who we are" section of our website.

Your total compensation is more than your paycheck:

• Remote work and flexible schedules
• Medical, dental, vision, and basic life insurance
• Paid vacation, sick leave, and 12 paid holidays
• Paid Family and Medical Leave (PFML)
• Retirement options to plan for the future
• Training and professional development opportunities
• Employee wellness programs
• Learn more aboutWashington State Employee Benefits

Work location and schedule:

This is a full-time 40-hour-per-week hybrid position. You will report to the HCA office located in Olympia, WA for in-person work. Our standard business hours are Monday through Friday, 8 a.m. to 5 p.m., with alternative work schedules considered based on business needs. When working in-person, you will work in a shared space, open office environment. In this role you’ll regularly collaborate with colleagues, agency leaders, state and federal partners, and other external partners or customers. Occasional travel may be required for meetings, training, or other business needs. All employees are required to report to our Olympia office on their first and final day of employment.

Our commitment to an inclusive workplace:

The Health Care Authority is an equal opportunity employer. We are committed to creating a workplace where employees are respected, included, and supported in bringing their experiences, perspectives, and ideas to work. Our commitment to inclusion is reflected in how we work together and serve the people of Washington. HCA also supports five voluntary employee led Employee Resource Groups (ERGs), which create opportunities for connection, community, learning, and professional growth.

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.