Hybrid Administrative Assistant III - Records & Grants

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

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.