Administrative Assistant 3 — Hybrid, Behavioral Health Support

Washington Department of Natural Resources; Washington; Hybrid; USD 52,000 - 70,000; Full time

Job summary

Washington State Health Care Authority in Olympia, WA is seeking an Administrative Assistant 3 – Internal to support the Behavioral Health and Recovery Division. This full-time, hybrid role provides essential administrative support to the BH/RSS Section Manager and program managers.

You will manage calendars, coordinate hiring, records and disclosures, assist with grants, prepare travel, and help with process improvements.

Qualifications

• Administrative support proficiency; coordinate office activities; complete assignments accurately and on time.
• Clear, professional written and verbal communication with staff, management, customers, and external partners.
• Organize competing tasks, prioritize, maintain schedules, and meet deadlines in a changing office environment.
• Proficient with office software, electronic records, calendars, and administrative systems to prepare documents and support daily operations.
• Provide courteous, responsive service and refer complex matters appropriately.
• Maintain accurate records, organize files, retrieve information, and follow retention requirements.

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.

Skills

Administrative Support

Communication

Organization & Prioritization

Office Technology

Customer Service

Records & Information Mgmt

Tools

Microsoft Office Suite

SharePoint

Job description

Washington State Health Care Authority in Olympia, WA is seeking an Administrative Assistant 3 – Internal to support the Behavioral Health and Recovery Division. This full-time, hybrid role provides essential administrative support to the BH/RSS Section Manager and program managers.

You will manage calendars, coordinate hiring, records and disclosures, assist with grants, prepare travel, and help with process improvements.