Administrative Assistant 4 (AA4/OTA)
- State of Washington Health Care Authority
- Olympia, WA
- Full Time
- 9 days ago
Salary
$46K - $62K / Year
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Job Description
Description
Administrative Assistant 4 (AA4/OTA)
71072190
Join the Health Care Authority’s Office of Tribal Affairs as a detail oriented Administrative Assistant 4! This role is pivotal in managing communications both within departments and across agencies. If you are resilient, high functioning, and thrive in a fast-paced environment, we invite you to support our Tribal Affairs Administrator and strengthen our government-to-government relationships with all Indian tribes. Apply now to make a meaningful impact!
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 Office of Tribal Affairs (OTA) supports all HCA divisions in complying with the requirements of chapter 43.376 RCW and section 1902(a)(73) of the Social Security Act and related rules promulgated by the Centers for Medicare and Medicaid Services (CMS) and the Substance Abuse and Mental Health Services Administration (SAMHSA). This includes managing HCA’s relationships with the tribes and Indian health care providers (IHCPs) and providing technical assistance and training to HCA management and staff on government-to-government relations and the history that led up to the requirement for government-to-government relations.
About the position:
The Administrative Assistant 4 reports directly to the Tribal Affairs Administrator and is a member of the Executive Leadership Team Assistant (ELTA) team. This position provides administrative support using independent judgment to the Tribal Affairs Administrator and the Office of Tribal Affairs, which includes managing schedules and calendars, coordinating meetings, tracking, and monitoring assignments, preparing reports, drafting correspondence, answering phone calls, triaging inquiries to appropriate divisions within the agency, arranging travel and off-site meetings, and maintaining contact information.
This position is eligible to telework part-time but may be required to report on-site to meet 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. Frequency of onsite work will vary based on business and operational needs. HCA may choose, but is not required, to support out-of-state telework on a case-by-case basis.
Duties
Some of what you will do:
- Perform high-level administrative duties using independent judgment for the Tribal Affairs Administrator and Office of Tribal Affairs.
- Manage the Tribal Affairs Administrator’s calendar.
- Manage and submit TEMS for the Tribal Affairs Administrator.
- Schedule external and internal meetings. Coordinate roundtables and conferences for Indian Tribes and other Indian healthcare providers.
- Coordinate meetings involving the Office of Tribal Affairs, agency leadership, tribal leadership staff.
- Draft and review correspondence such as Dear Tribal Leader Letters and other documents, for the Tribal Affairs Administrator or other agency leaders in support of the government-to-government relationship with Indian tribes.
- Reconcile monthly Credit Card statements with accuracy and in a timely manner.
- Assign and track internal and external requests for the Office of Tribal Affairs.
- Maintain records, files, and the contacts database of the Office of Tribal Affairs.
- Provide direct input into agency wide operations and programs to help the agency comply with chapter 43.376 RCW and the agency’s policies related to collaboration and consultation with the Indian Tribes.
- Review sensitive and confidential materials and correspondence for the Tribal Affairs Administrator.
- Mailing time sensitive correspondences to Tribal Leaders.
- Function as the Tribal Affairs Administrator’s liaison on administrative matters including facilities, personnel, equipment, supplies, and information technology.
Qualifications
Required qualifications:
- One (1) year as an Administrative Assistant 3
OR
- Two (2) years as an Administrative Assistant 2
OR
- A high school graduation or GED
AND
- Four (4) years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work.
One (1) year experience managing schedules, coordinating meetings, and making travel arrangements.
Preferred qualifications:
- Experience providing administrative level support to one or more senior managers.
- Experience managing TEAMS and Zoom meetings.
- Four years of experience effectively using computers and computer systems (i.e., Word, Excel, PowerPoint, Outlook, SharePoint, Visio).
- Working knowledge of state government at all levels including legislators and the Governor's office.
- Working knowledge of tribal governments and/or the state-tribal government-to-government relationship.
- Working knowledge of programs funded by Medicaid or the Substance Abuse and Mental Health Services Administration.
- Demonstrated skills and abilities to:
- Effectively communicate orally and in writing regarding highly technical and sensitive matters, using plain English, bullets and parallel structure, and good grammar.
- Prioritize and manage multiple projects simultaneously and follow-through on issues in a timely manner.
- Possess initiative to take independent action and accept responsibility for his/her actions.
- Find creative and proactive options/solutions to problems; must possess the ability to make independent decisions and judgments about work priorities.
- Be well organized, flexible, proactive, resourceful, and efficient with strong attention to detail.
- Engage and interact well with all levels of internal management and staff, tribal leaders and staff, other state agency leaders and staff, legislators, and the governor's office, as well as clients, vendors, and individuals from diverse backgrounds, including diverse American Indian and Alaska Native backgrounds, with cross-cultural humility and respect.
- Actively listen to people from diverse backgrounds, including diverse American Indian and Alaska Native backgrounds, with a focus on understanding what they have to say.
- Exhibit confidence and poise in interactions with individuals at all levels.
- Observe agency environment cues; process, integrate and sort information to provide the Tribal Affairs Administrator with insight into the culture and dynamic.
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:
- 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.
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, 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 [email protected]. Persons with disabilities needing assistance in the application process, or those needing this job announcement in an alternative format may contact Julie Laney at (360) 725-5130 or [email protected].
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.
E-Verify® is a registered trademark of the U.S. Department of Homeland Security.
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