Administrative Assistant 5

Salary : $52,920.00 - $71,148.00 Annually
Location : Thurston County - Olympia, WA
Job Type: Full Time - Permanent
Job Number: 7
Department: Health Care Authority
Division: FSHPA
Opening Date: 02/28/2025
Closing Date: 3/19/:50 AM Pacific
Salary Information: The high end of the salary range, Step M is typically a longevity step

Description
Administrative Assistant 5 (AA5/ FSHPA)



Are you looking for a career where you get to do meaningful work on an amazing, collaborative and supportive team? The Financial Services and Healthcare Purchasing Administration (FSHPA) is looking for a senior administrative professional to join their team.
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 administration:

This position is located within the Health Care Authorities Financial Services and Healthcare Purchasing Administration (FSHPA) which provides strategic financial expertise for Apple Health, Community Behavioral Health (CBH), Public Employees Benefits Board and School Employees Benefits Board programs. In addition, FSHPA oversees the budget and compliance functions necessary to manage and monitor the single largest Washington State individual operating budget. Functions include budget management, accounting, forecasting, professional and hospital rate setting, financial analysis, and payment/collection operations. This administration maintains a close working relationship with agency program, policy, and clinical divisions to ensure financially sound implementation and monitoring of program strategies. It is also accountable to the Governor and legislature in ensuring HCA operates within its budget.

About the position:

This position reports directly to the Assistant Director for Financial Services and Healthcare Purchasing (AD-FSHPA) of HCA. The purpose of the Administrative Assistant 5 (AA5) is to provide direct, confidential, executive-level administrative support to the AD-FSHPA. This position has responsibility for the administrative processing of the Actuarial Work Order Contracts which encompasses millions of dollars in work orders for various agency actuarial contracts.
This position is eligible to telework on an ad-hoc basis but will primarily be required to report onsite to meet business need. 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. HCA has currently suspended the ability to support out-of-state telework.

Duties
Some of what you will do:

• Provide direct, confidential, executive-level administrative support to the AD-FSHPA.
• Has delegated responsibility to coordinate and make decisions on administrative and operational matters.
• Maintain the AD-FSHPA's calendar, schedule, and daily activities, schedule meetings, book meeting space, create and coordinate meeting documentation, and invite and confirm attendees. Has delegated responsibility to resolve scheduling conflicts on AD-FSHPA's calendar including attending in AD-FSHPA's absence and/or assigning other FSHPA manager to attend.
• Work alongside the FSD administrative team to manage recruitments for both FSHPA and FSD.
• Monitor AD-FSHPA's email; alert the AD of critical pending issues; coordinate responses with agency staff and respond on the AD-FSHPA's behalf, as appropriate, including approval and signatures required by AD-FSHPA
• Schedule regular one-on-one meetings between the AD-FSHPA and direct reports.
• Ensure each direct report provides agenda items. This position has delegated responsibility to follow-up on any assignments or tasks.
• Plan, organize, and control work performed with a high degree of independence.
• Anticipate needs well in advance to ensure the AD-FSHPA is prepared each day.
• Ensure AD-FSHPA is prepared for and in attendance at meetings; keep the AD-FSHPA on schedule; provide appropriate information and materials in advance of meetings.
• Primary contact and processor for Actuarial Work Order Contracts and Contracts held in the AD-FSHPA's office.
• Manage the AD-FSHPA's administration and interdivisional communication.
• Serves as member of the agencywide executive administrative support team comprised of administrative professionals supporting senior agency executives.
• Regularly coordinates with and works collaboratively with other administrative team staff in the FSHPA organization.
• Models' "inclusiveness" and a teamwork attitude where everyone is a part of the team, to build strength and cohesiveness.
• Process purchase orders, invoice submittals, monthly credit card reconciliation, travel coordination, travel reimbursement, position action requests, executive correspondence.

Qualifications
Required qualifications:

Qualifying candidates will meet one of the following criteria options:
Option 1:

• Master's degree in business administration, public administration or closely allied field.
• One (1) years of progressively responsible office/ clerical, secretarial, or general administrative work.

Option 2:

• Bachelor's degree in business administration, public administration or closely allied field.
• Three (3) years of progressively responsible office/ clerical, secretarial, or general administrative work.

Option 3:

• An associate's degree in business administration, public administration or closely allied field.
• Five (5) years of progressively responsible office/ clerical, secretarial, or general administrative work.

Option 4:

• One (1) year as an Administrative Assistant 4.

Option 5:

• Two (2) years as an Administrative Assistant 3.

Option 6:

• Seven (7) years of progressively responsible office/clerical, secretarial, or general administrative work.

Preferred qualifications:

• Working knowledge of state government financial, budget, and legislative processes.
• Working knowledge of the application of state and agency rules, policies, and administrative procedures.
• Federal and local government functions.
• Experience in project management.
• Experience working with databases and SharePoint.
• Working experience analyzing and interpreting data in a fast-paced work environment.
• Ability to "plain talk" data for easy interpretation by all audiences, not just those with a financial background.

How to apply:

Only candidates who reflect the minimum qualifications on their NEOGOV profile will be considered. Failure to follow the application instructions below may lead to disqualification. To apply for this position, you will need to complete your profile which includes three professional references and attach in separate files:

• A cover letter that specifically addresses how you meet the qualifications for this position
• Current resume

To take advantage of veteran preference, please do the following:

• Attach a copy of your DD214 (Member 4 long-form copy), NGB 22, or USDVA signed verification of service letter.
• Please black out any PII (personally identifiable information) data such as social security numbers. Include your name as it appears on your application in careers.wa.gov.

Supplemental 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.
• Tuition reimbursement
• 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. HCA has 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 . click apply for full job details