Hybrid HR Administrative Assistant – Olympia

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

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.