State of Washington · 1 day ago
Administrative Assistant 5 (AA5/DLS)
Bay View, WA
Full-time
Hybrid
Mid, Senior Level
3+ years expThe State of Washington is seeking an Executive Assistant to the Chief Legal Officer for the Washington State Health Care Authority (HCA). This high-level administrative role involves significant responsibility, including managing internal issues and providing primary support to the Chief Legal Officer, while also acting as a liaison on division matters.
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Responsibilities
Performs high level administrative duties using independent judgment
Acts on behalf of the Chief Legal Officer and has delegated authority to oversee, coordinate and make decisions regarding administrative and operational matters
Coordinate and maintain multiple calendars and appointments for the Chief Legal Officer
Organize events/meetings with outside stakeholders
Oversee key administrative activities for the division, including maintenance of division records and files, and analyze incoming correspondence to division staff for response
Leads a team of administrative professionals across the division to ensure adherence to the expectations of the Chief Legal Officer related to consistency, style, and administrative support provided within the division
Create, review, edit and finalize complex and confidential correspondence, documents and reports for the Chief Legal Officer’s signature or other senior management personnel for dissemination to internal and external stakeholders, and may, as determined by the Chief Legal Officer, exercise signature authority on personnel or other administrative matters
Represent the Chief Legal Officer at meetings and attend civic functions on behalf of the Division. Receive and confer with official visitors and the public
Manage and coordinate the scheduling of calendars, logistics, critical and/or large-scale meetings, and events as required
Assist the Chief Legal Officer with the coordination of strategic and operational initiatives. When authorized, act on behalf of the Chief Legal Officer with full delegated authority to define and assign critical Division-wide projects and/or strategies, determine due dates, monitor for completion and provide input regarding completed work
Qualification
Required
A master's degree in business administration, public administration or closely allied field and one (1) year of administrative or supervisory experience
A bachelor's degree in business administration, public administration or closely allied field and three (3) years of administrative or supervisory experience
Seven (7) years of administrative or supervisory experience
One (1) year as an Administrative Assistant 4
Two (2) years as an Administrative Assistant 3
The ability to take action to learn and grow
The ability to take action to meet the needs of others
Preferred
Ability to manage and coordinate the scheduling of calendars, logistics, critical and or meetings, and events as required
Ability to work with computer software including Outlook, Word, Excel, PowerPoint, SharePoint and miscellaneous programs, and knowledge of websites
Effectively use office equipment including computers, fax machines, phones, copiers, and printers
This position requires keen attention to detail. Mistakes made by this position can be highly visible
Ability to effectively use databases, collect and analyze data, and recommend process improvements based on the information
Ability to create with accuracy, maintain, update and report on confidential requests, databases, special projects, files and correspondence
Ability to draft, review, and edit documents with accuracy
Familiarity with terminology and documents related to rulemaking, human resources, contracts, staff development, legal services, and public disclosure administration or similar work functions
Ability to multi-task and stay organized in a fast-paced work environment
Ability to delegate and assign projects to staff
Ability to work cooperatively and effectively with a wide variety of people
Demonstrate mastery of interpersonal skills to ensure customers feel valued and heard
Act as a liaison between the Assistant Director, division, various administrations, agencies and external stakeholders and may have delegated authority to resolve issues and requests
Support effective communications throughout the organization
Demonstrate flexibility and communicate effectively with managers, employees and diverse groups of internal and external stakeholders to help establish effective workplace relationships
Display a professional demeanor in all communications written (in email or other correspondence), verbal (in person or via phone) and in attire so as to best represent the values of the division and HCA
All contacts should be treated respectfully and professionally
Demonstrate mastery of professional communications skills to ensure contacts with the Division leave with a positive impression of the office, feel important and respected and leave with an understanding of how their needs will be met, by whom and within what timeframe
Maintain the highest standards of personal/professional and ethical conduct and support the State's goals for a diverse workforce
Model 'inclusiveness' and a teamwork attitude where everyone is part of the team, in order to build strength and cohesiveness
Work with other executive support staff to ensure back-up for each other
Meet and communicate with executive support staff and Team Coordinator on a regular basis regarding assignments, special projects, and following up with other support staff after planned and unplanned absences
Promote teamwork and collaboration with assigned areas of responsibility and among other HCA administrative positions
Position comes in contact with many forms of confidential information, including, but not limited to, personnel information, investigations, lawsuits, public disclosure requests, and management strategies under discussion
Confidential and sensitive information is to be shared on a 'business need to know' basis
Demonstrate mastery of maintaining confidences and confidential information to ensure adherence to these standards in actuality and appearance
Use of independent professional judgment regarding the highest level of confidential and sensitive matters is critical in this position
Employ strategies that deescalate conflict and positively contribute to developing solutions
Position requires independent judgment, decision making and multi-tasking in a complex support arena and setting and meeting strategic divisional goals and objectives
Position has delegated authority to resolve daily issues and requests, handle customer service issues and complaints, and to recommend process improvements
Effectively use logical analysis and judgment in resolving organizational issues
Resolve problems within the area of assigned responsibility and provide good customer service
Benefits
A healthy work/life balance, including alternative/flexible schedules and mobile work options.
A great total compensation and benefit package WA State Government Benefits
Employees and their families are covered by medical (including vision), dental and basic life insurance.
Staff are eligible to enroll each year in a medical flexible spending account which enables them to use tax-deferred dollars toward their health care expenses.
Employees are also covered by basic life and long-term disability insurance, with the option to purchase additional coverage amounts.
Dependent care assistance allows the employee to save pre-tax dollars for a child or elder care expenses.
The Washington State Employee Assistance Program promotes the health and well-being of employees.
State Employees are members of the Washington Public Employees' Retirement System (PERS).
Employees also have the ability to participate in the Deferred Compensation Program (DCP).
All state employees are covered by the federal Social Security and Medicare systems.
If you are employed by a government or not-for-profit organization, and meet the qualifying criteria, you may be eligible to receive student loan forgiveness under the Public Service Loan Forgiveness Program.
Full-time and part-time employees are entitled to paid holidays and one paid personal holiday per calendar year.
Full-time employees earn eight hours of sick leave per month.
Full-time employees accrue vacation leave at the rates specified in WAC 357-31-165(1) or the applicable collective bargaining agreement (CBA).
Washington State supports members of the armed forces with 21 days paid military leave per year.
Most employees whose family member or household member dies, or for loss of pregnancy, are entitled to five (5) days of paid bereavement leave.
Company
State of Washington
Washington state public employees help to create a working Washington built on education and innovation, where all Washingtonians thrive.
10001+ employees
Funding
Current Stage
Late StageLeadership Team
Matt Manweller
State Representative
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