Administrative Assistant 3 (AA3/DLS)

State of Washington; Olympia (WA); Hybrid; USD 48,000 - 61,000; Full time

Job summary

The Health Care Authority in Olympia, WA seeks an Administrative Assistant 3 to support the Human Resources team with confidential HR tasks and office operations. This role oversees calendars, correspondence, and HR processes while ensuring compliance with agency policies.

You will interact with HR managers, coordinate meetings, update intranet HR pages, and serve as Records and Public Disclosure Coordinator. The position is full‑time and hybrid, requiring on-site presence about two days weekly.

Qualifications

• Proficiency using Microsoft software, including Outlook, Word, PowerPoint, Excel, OneNote, and SharePoint.
• Provide administrative support to a manager or team, coordinate office activities, and complete assignments accurately and within established timelines.
• Interpret and apply established administrative policies, procedures, and office practices to assigned work.
• Develop, refine, and accurately document internal processes.
• Manage sensitive information and maintain appropriate confidentiality.
• Develop and maintain effective, professional, collaborative working relationships with a diverse range of customers and co‑workers.
• Encourage teamwork, establish trust and credibility with others, and contribute to a respectful work environment.
• Communicate clearly and professionally, both verbally and in writing, with staff, management, customers, and external partners.
• Complete assignments with appropriate independence, accurately anticipate routine administrative needs, and seek guidance when issues exceed delegated authority.
• Provide courteous, responsive, and effective customer service while addressing inquiries and referring complex matters appropriately.
• Proficiently use electronic records, calendars, and other administrative systems to prepare documents, track information, and support daily office operations.
• Appropriately maintain accurate records, organize files, retrieve information, and follow applicable retention and confidentiality requirements.
• Organize competing assignments, establish priorities, maintain schedules, and meet deadlines in a dynamic office environment.
• Demonstrate sound judgment in identifying routine administrative issues, evaluating available information, and determining appropriate actions or recommendations within established guidelines.
• Arrange meetings, manage calendars, prepare materials, and coordinate logistical details to support office operations.
• Review documents, enter data, maintain records, and identify errors to ensure accurate and complete work.
• Independently prioritize workload and multi‑task while staying organized and paying close attention to detail.

Responsibilities

• Provide administrative support to the labor relations and recruitment manager (LRRM) and the HR operations manager, including managing calendars, coordinating meetings, organizing shared email inbox flow and responses, and maintaining division files and records.
• Draft correspondence and communications from the HR office to ensure clarity and compliance with agency policies, procedures, and other rules/regulations.
• Track time sensitive labor relation activities.
• Schedule HR all-staff meetings, prepare agendas, and record meeting notes.
• Attend meetings on behalf, and, when appropriate, speak about matters on behalf of the LRRM.
• Plan and organize processes within the HR office, including polices/procedures; travel coordination and arrangements; website updates.
• On behalf of the LRRM, ensure coordination between service units; follow up on and track assignments made for team members and due dates to ensure timely completion of projects; and respond to customer complaints and suggestions.
• Provide support to HR recruitment processes including staff support, organization, and completion of associated administrative functions.
• Update and maintain HR pages on the HCA intranet site.
• Serve as front-level knowledge for staff walk‑ins.
• Serve as the Records Coordinator and Public Disclosure Coordinator for the HR office.

Skills

Microsoft Office Suite

Administrative support

Confidentiality

Communication

Organization

Tools

Outlook

Word

PowerPoint

Excel

OneNote

SharePoint

Job description

Administrative Assistant 3

This is a full-time permanent, hybrid position. This position will report on-site in Olympia, WA, an average of two (2) days each week to meet business needs.

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

The Opportunity

Support the Human Resources team at the Health Care Authority! In this role, you will provide direct administrative support to HR managers as well as broader support to the entire HR office. This work includes handling confidential information, improving administrative processes, and directly supporting HR tasks in labor relations, recruitment, and more.

Key Responsibilities

• Provide administrative support to the labor relations and recruitment manager (LRRM) and the HR operations manager, including managing calendars, coordinating meetings, organizing shared email inbox flow and responses, and maintaining division files and records.
• Draft correspondence and communications from the HR office to ensure clarity and compliance with agency policies, procedures, and other rules/regulations.
• Track time sensitive labor relation activities.
• Schedule HR all-staff meetings, prepare agendas, and record meeting notes.
• Attend meetings on behalf, and, when appropriate, speak about matters on behalf of the LRRM.
• Plan and organize processes within the HR office, including polices/procedures; travel coordination and arrangements; website updates.
• On behalf of the LRRM, ensure coordination between service units; follow up on and track assignments made for team members and due dates to ensure timely completion of projects; and respond to customer complaints and suggestions.
• Provide support to HR recruitment processes including staff support, organization, and completion of associated administrative functions.
• Update and maintain HR pages on the HCA intranet site.
• Serve as front-level knowledge for staff walk‑ins.
• Serve as the Records Coordinator and Public Disclosure Coordinator for the HR office.

Why You’ll Love This Role

• You will support a highly effective HR office across all functions, including operations and data; labor relations; recruitment; protected leave and accommodations; employee relations; classification and compensation; training; and diversity, equity, inclusion, and belonging.
• You will have autonomy and responsibility to serve as an administrative representative of the HR office.
• You will be a part of an agency that values a healthy work‑life balance and mission‑focused work that puts people first.

What You Bring

• Administrative experience: You have directly supported teams and/or managers in the past and understand the ins‑and‑outs of effective administrative work.
• Independence: You can work independently and identify ways to improve processes.
• Confidentiality: You are steadfast in maintaining confidentiality when trusted with high‑risk information.

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.

• Proficiency using Microsoft software, including Outlook, Word, PowerPoint, Excel, OneNote, and SharePoint.
• Demonstrated ability to:
  • Provide administrative support to a manager or team, coordinate office activities, and complete assignments accurately and within established timelines.
  • Interpret and apply established administrative policies, procedures, and office practices to assigned work.
  • Develop, refine, and accurately document internal processes.
  • Manage sensitive information and maintain appropriate confidentiality.
  • Develop and maintain effective, professional, collaborative working relationships with a diverse range of customers and co‑workers.
  • Encourage teamwork, establish trust and credibility with others, and contribute to a respectful work environment.
  • Communicate clearly and professionally, both verbally and in writing, with staff, management, customers, and external partners.
  • Complete assignments with appropriate independence, accurately anticipate routine administrative needs, and seek guidance when issues exceed delegated authority.
  • Provide courteous, responsive, and effective customer service while addressing inquiries and referring complex matters appropriately.
  • Proficiently use electronic records, calendars, and other administrative systems to prepare documents, track information, and support daily office operations.
  • Appropriately maintain accurate records, organize files, retrieve information, and follow applicable retention and confidentiality requirements.
  • Organize competing assignments, establish priorities, maintain schedules, and meet deadlines in a dynamic office environment.
  • Demonstrate sound judgment in identifying routine administrative issues, evaluating available information, and determining appropriate actions or recommendations within established guidelines.
  • Arrange meetings, manage calendars, prepare materials, and coordinate logistical details to support office operations.
  • Review documents, enter data, maintain records, and identify errors to ensure accurate and complete work.
  • Independently prioritize workload and multi‑task while staying organized and paying close attention to detail.

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.

• High school graduation or equivalent and three years of progressively responsible experience in office/clerical, secretarial, or general administrative office work.
• Familiarity with the Washington State Human Resource Management System (HRMS).
• Experience updating website and SharePoint site contents.
• Experience maintaining records in accordance with Washington State Records Retention Schedules.
• Demonstrated ability to:
  • Research complex data.
  • Readily adapt to new situations and be open to change.
  • Analyze and interpret information in order to provide options and solutions.
  • Adhere to state laws and collective bargaining agreements.
• Professional knowledge of:
  • Government organization and administrative procedures.
  • Standard office methods and procedures.
  • Washington 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.

About the Unit

Human Resources is an organizational section within the Division of Legal Services (DLS). In support of the agency, the HR team's purpose is to create and maintain the professional structure that provides extraordinary services to customers and ensures the well‑being of HCA employees. This position reports and provides sole professional administrative support for the Human Resource office.

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 why HCA by visiting the Voices of HCA and the Who we are section of our website.

• 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 about Washington 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 an average of two (2) days each week. 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.

If you meet the required qualifications for this position, we want to hear from you. Desired qualifications describe additional experience, knowledge or skills that may be helpful in the role, but they are not required to be considered for the position. We welcome applicants with different backgrounds, experiences, identities, and perspectives.

Veterans

We value the experience and skill veterans bring to the workforce and encourage veterans, transitioning service members, and military spouses to apply. Eligible veterans may qualify for veterans’ preference in accordance with Washington State Law.

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.