Administrative Assistant 4 (AA4/PD)

By | September 9, 2022

Job Responsibilities : Administrative Assistant 4 (AA4/PD)

Salary : $44,808 – $58,704 a year

Company : Washington State Health Care Authority

Location : Remote US

Description

Administrative Assistant 4 (AA4/PD)
71041201

Can you anticipate the needs of others take initiative and lead when necessary? This will be a great opportunity for you to bring your skills and experience to this team. This position requires experience in managing a fluid work environment assist team with completing tasks schedule complex meetings and program coordination. The ideal candidate will be able to communicate with all levels of staff easily build rapport be resourceful in completing tasks and be adaptable to changing priorities.

Per Governor Inslee’s
Proclamation 21-14
state employees must be fully vaccinated. Your vaccine status will be verified upon acceptance of a contingent job offer. Please note medical or religious accommodation may be available once an offer of employment is made.

About the division:

The Policy Division (PD) of the Health Care Authority (HCA) is statutorily directed to study all state-purchased health care alternative health care delivery systems and strategies for the procurement of health services and to coordinate state agency efforts to develop and implement uniform policies across state purchased health care programs. PD serves as the focal point for coordinating the agency’s strategy affordability and health policy efforts. The division is structured to provide expert direction consultation and support for these activities. PD is responsible for driving policy design development and implementation of health reform and health transformation activities and program development and refinements for all programs.

About the position:

This position is responsible for a broad range of program coordination and administrative functions including coordinating and scheduling meetings drafting correspondence and assistance with internal and external inquiries. This position serves as liaison on a wide range of internal and external agency priorities surrounding the highly visible Medicaid Transformation Project initiatives.

This position is eligible to telework and is typically not required to report on-site.

Duties

Some of what you will do:

Duty: Administrative higher-level duties.

Tasks Include:

  • Work independently and be able to plan work to meet assigned due dates.
  • Proofread review and edit correspondence reports briefing papers and meeting materials for grammar punctuation spelling and format following the agency correspondence guidelines and Style Guide. Employ plain talk principles.
  • Prepare correspondence for supervisor and exercises signature authority on administrative correspondence.
  • Maintain records of incoming/outgoing correspondence and document and follow up on work in progress.
  • Maintains appropriate levels of confidence in all internal and external communications.
  • For supervisor independently review incoming work track and communicate assignments to staff communicate and monitor deadlines and progress.
  • Perform significant portion of professional level assignments working with professionals and knowledge of programs. Review reports for clarity and accuracy referring questionable data or narrative to supervisor for clarification.
  • Uses independent judgement to complete and accomplish assignments of a confidential and sensitive nature.
  • Ability to develop new processes/procedures and work methods to modify existing workloads for division staff.
  • Serve as a liaison between supervisors and other staff members.
  • Perform complex Word tasks such as merging and sorting integrating text with graphics and creating advanced Excel spreadsheets as needed.
  • File and retrieve organizational documents establish and maintain complex electronic or manual file systems or database files archive dated material in accordance with regulations.
  • Communicates with and provides backup support for other division administrative support as needed.

Duty: Program coordination and administration for and related to the Medicaid Transformation Project enterprise.

Tasks Include:

  • Coordinate stakeholder and project events (meetings presentations webinars) including materials presenters and logistics for optimal stakeholder engagement.
  • Assist in developing and establishing procedures and policies to implement activities related to Medicaid Transformation Project and in formulating new program policies procedures and standards.
  • Work with Medicaid Transformation Project staff in implementing project needs and planning designing and developing program activities.
  • Plan evaluate and consult with staff and outside entities/stakeholders to identify problems and recommend solutions alternatives and resolutions designed to meet the goals and objectives of program activities.
  • Anticipate needs well in advance to ensure the Medicaid Transformation Project team is prepared and meeting deadlines and commitments.
  • Function as liaison between the interagency Medicaid Transformation Project Program team.

Duty: Administrative activities.

Tasks Include:

  • Provides communication and culturally appropriate responses to inquiries and requests from stakeholders and staff.
  • Professional communication always over the phone in person and in writing.
  • Utilizes creative solutions to complete delegated special assignments and projects using professional skills to finalize documents.
  • Establish and maintain schedules and priorities.
  • Organize and schedule complex meetings with internal and external stakeholders federal and state staff Governor’s office and Legislators. Coordinating the workflow which includes creating and sending meeting invitations reserving appropriate resources setting agendas copying materials taking and distributing meeting minutes coordinating with meeting organizer and ensuring meetings don’t overlap.
  • Prepare meeting agendas taking and distributing meeting minutes notes and/or action items.
  • Provide technical assistance before during and after meetings.
  • Reserve agency/motor pool vehicles.
  • Escort visitors to and from conference rooms and offices within HCA buildings.
  • General clerical duties such as copying faxing mailing filing etc.
  • Create and maintain a desk manual for position.
  • Answer telephone and transfer to appropriate staff when necessary.
  • Make travel arrangements; create maintain and communicate travel itineraries; compile and process travel expense reports using TEMS.
  • Assist with conference planning and offsite meetings.
  • Receive and address constituent requests; assign tasks as necessary to address constituent questions or needs.
Qualifications

Required qualifications:

Hight School graduation or equivalent.

AND
Four yearsprogressively responsible experience in office/clerical secretarial or general office work.

  • Formal education may substitute year-for-year experience.
  • Ability to work and handle matters independently maintain confidentiality and display good judgement.
  • Knowledge of research methods communication and correspondence practices.
  • Keyboarding or typing accurately at a minimum net speed of 50 words per minute.

Preferred qualifications:

  • One-year experience providing administrative support on a complex initiative.
  • Working knowledge of state government organization and administrative procedures.
  • Advanced skill level with Microsoft Office products (Word Excel PowerPoint Outlook OneNote Visio) SharePoint and virtual platforms Zoom and Microsoft Teams.
  • Demonstrated experience utilizing excellent organization verbal analytic and written skills.

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 and attach:

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

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:
The Washington State Health Care Authority (HCA) is committed to whole-person care integrating physical health and behavioral health services for better results and healthier residents.

HCA purchases health care for more than 2.5 million Washington residents through Apple Health (Medicaid) the Public Employees Benefits Board (PEBB) Program and the School Employees Benefits Board (SEBB) Program. As the largest health care purchaser in the state we lead the effort to transform health care helping ensure Washington residents have access to better health and better care at a lower cost.

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. Our diversity and inclusion efforts include embracing different cultures backgrounds and viewpoints while fostering growth and advancement in the workplace. Women racial and ethnic minorities persons of disability persons over 40 years of age disabled and Vietnam era veterans as well as people of all sexual orientations and gender identities are encouraged to apply. Persons with disabilities needing assistance in the application process or those needing this job announcement in an alternative format may contact Debra Gibson at
360.725.1300 or debra.gibson@hca.wa.gov.

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