Administrative Assistant 4 (AA4/AHSO)

State-of-Washingto; Olympia (WA); Hybrid; USD 54,000 - 75,000; Full time

Benefits offered by this job

Free parking

Mobile work options

Job summary

Washington State Health Care Authority is seeking an Administrative Assistant 4 (AA4/AHSO) to provide high-level admin support to the Deputy Assistant Director and MACSC. You will manage calendars, coordinate recruitment and public disclosure, and lead division-wide projects in a fast-paced governmental environment.

The role offers on-site presence in Olympia with telework eligibility and strong collaboration across 250+ staff in the AHSO division.

Qualifications

• Able to learn and grow in a fast-paced government environment.
• Able to meet the needs of others through proactive administrative support.
• Advanced skills with Word, Excel, PowerPoint, and Outlook for administrative tasks.
• Knowledge of government organizations, admin procedures, research and data collection.

Responsibilities

• Manage Deputy Assistant Director’s calendar and identify conflicts.
• Coordinate meetings and travel; liaison with AA5 and other assistants.
• Review, track, and approve materials requiring signature (contracts, personnel docs, travel, procurement).
• Track deadlines, support budget briefs, and monitor legislation processes.
• Oversee recruitment processes (NEOGOV) and interview logistics; report documentation.

Skills

Action oriented

Calendar management

Microsoft Office

Government/agency procedures

Scheduling & travel arrangements

Project management

Organization & attention to detail

Education

High school diploma or GED

Tools

NeoGov

TEMS

Service Central

Job description

Administrative Assistant 4 (AA4/AHSO)

B851

Are you looking for a high-impact administrative role where your organizational skills directly support a vital public mission? As an administrative professional in the Apple Health Services and Operations (AHSO) Division, you will be the ultimate coordinator behind the scenes for one of the largest divisions at the Washington State Health Care Authority. Supporting a team of over 250 employees, you will play a critical role in keeping operations seamless—from managing complex executive calendars and tracking high-profile legislative deadlines to overseeing division-wide recruitment and public disclosure. This position offers the perfect balance of independence and collaboration, allowing you to solve complex administrative challenges, exercise signature authority, and lead project-based work. If you are a resourceful, detail-oriented professional who thrives in a fast-paced environment and wants a career that actively helps Washington residents' access essential Medicaid services, this is the opportunity for you.

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 Apple Health Services and Operations (AHSO) Division serves as a central point of contact for clients, providers, insurance companies, attorneys, state agencies, and other external partners engaging with the Health Care Authority (HCA). AHSO team members serve as the face and voice of Apple Health Medicaid and other programs offered by HCA. In addition to delivering responsive Customer Service, AHSO supports essential Medicaid operations, including provider enrollment, coordination of benefits, assistance with billing and claiming activities, and prior authorization of services. Through these functions, the division helps promote accurate program administration, timely issue resolution, and effective access to Medicaid services.

About the position:

This position reports to the AHSO Deputy Assistant Director and contributes to the mission by providing high level administrative support to the Deputy Assistant Director, Operations team, and Medical Assistance Customer Service Center (MACSC). The AHSO Operations team supports the operational functions across AHSO, one of the largest divisions in the agency, with more than 250 full-time employees. The Operations team is responsible for functional operational support to the four call and contact centers in AHSO, quality assurance, project management, process improvement, and data analytics.

This position is eligible to telework but is required to report on-site 2-4 times per month to support new staff onboarding and other business needs.

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. This position reports to Olympia, WA. Frequency of onsite work will vary based on business and operational needs. All agency employees are required to report on-site in Olympia on their first and last days of employment to pick up and return state-issued equipment, regardless of telework status or location.

Some of what you will do:

• Represent the AHSO Deputy Assistant Director as delegated.
• Manage the AHSO Deputy Assistant Director’s calendar including identifying and resolving conflicts, scheduling meetings, and coordinating with the AA5 and other AAs as needed.
• Keeps the Deputy Assistant Director aware of internal and external deadlines and assists in prioritization of work activities.
• Review, correct, track, and approve all materials for Deputy Assistant Director requiring a signature including contracts, personnel documents, correspondence, travel requests, and purchase requests.
• Identify and track assignments for the Deputy Assistant Director, monitoring and communicating deadlines and processes, including but not limited to supporting budget decision briefs and legislation monitoring, to ensure all internal processes and procedures are followed and deadlines are met.
• Manages AHSO recruitment processes as assigned, including correspondence with candidates, reference checks, NEOGOV, managing interview set up and collection, and reporting interview documentation.
• Prepare, process, and track personnel and position actions, complete HR paperwork and coordinate timelines (i.e. recruitment, hiring, personnel actions, position descriptions, yearly evaluations, service awards, etc.)
• Support AHSO Deputy Assistant Director’s sections in project-based work, contract work, legislative work, and public disclosure. Interact with clients, visitors, and vendors.
• Create and modify documents using word processing, spreadsheet, database, and presentation software.
• Act as AHSO division public disclosure administrator; review public disclosure requests in GovQA system, assign to units, and monitor for timely responses.
• Supports the coordination and tracking of the divisional Quarterly Target Review and supports the production of various reports.
• Serve as back-up for the AA5, completing necessary AA5 functions when needed.

Required qualifications:

• The ability to take action to learn and grow.
• The ability to take action to meet the needs of others.
• Demonstrated ability to effectively utilize Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook, to perform advanced administrative and business functions.
• Demonstrated ability to apply knowledge of government organizations, administrative and office procedures, research and data collection methods, and agency policies and procedures.
• Demonstrated ability to manage complex schedules, coordinate meetings, and arrange business travel effectively and efficiently.
• Demonstrated ability to independently resolve administrative challenges, determine the priority of executive-level communications, and exercise signature authority on administrative matters.
• Demonstrated ability to manage projects, coordinate team-based activities, and collaborate with diverse groups and individuals to achieve shared goals and outcomes.
• Demonstrated ability to remain organized, flexible, resourceful, and efficient while maintaining strong attention to detail.

Preferred qualifications:

• One (1) year of experience as an Administrative Assistant 3.
• High school graduation or GED and four (4) years of progressively responsible experience in office/clerical, secretarial, or general administrative work.
• Demonstrated experience with state-standard tools such as NeoGov (recruitment), TEMS (travel), and Service Central (IT and facility requests).
• Demonstrated ability to communicate effectively in writing and verbally, establish and maintain cooperative working relationships, and coordinate work across multiple levels of personnel.
• Demonstrated ability to exercise discretion and maintain a high level of confidentiality when handling sensitive or confidential 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 Voices of HCA
• A clear agency mission that drives our work and is person-centered HCA's Mission, Vision & Values
• A healthy work/life balance, including alternative/flexible schedules and mobile work options.
• A great total compensation and benefit package WA State Government Benefits
• A safe, pleasant workplace in a convenient location with restaurants, and shopping nearby.
• 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. We have 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 [e-mail]. Persons with disabilities needing assistance in the application process, or those needing this job announcement in an alternative format may contact Angelical Matthews at [e-mail].

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.