Administrative Assistant 3 (AA3/ERB) job vacancy in Washington State Health Care Authority (Olympia, WA 98501)

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Company name : Washington State Health Care Authority
Location : Olympia, WA 98501
Position : Administrative Assistant 3 (AA3/ERB)

Description :

Administrative Assistant 3 (AA3/ERB)


The Administrative Assistant in this position needs to be able to work independently, great organizationally skills, able to communicate with all levels of staff and able to multi-task. This position also requires someone who is able to perform complex word processing tasks and have time management skills.

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 Employees and Retirees Benefits (ERB) Division is comprised of two programs with an overall spending budget of almost $5 billion dollars for 700,000 covered lives.

The PEB Board Program provides insurance coverage and administers benefits and eligibility for eligible employees of state agencies, higher-education institutions, employer groups, and their dependents. The PEB Board also offers retiree and other continuation coverage benefits such as COBRA for those who meet state eligibility and procedural requirements.
The SEB Board Program provides coverage for eligible employees of K-12 schools, Educational Service Districts (ESDs), Charter Schools, and their dependents.
Through value-based purchasing and creating policies that align with the Triple Aim (better health, better care, lower costs), both the PEBB and SEBB Programs are helping to position the agency in successfully achieving its mission and goals.

About the position:
This position serves as the assistant to the ERB Division Special Assistant that supports the School Employees Benefits Board, the Public Employees Benefits Board, and the ERB Division Director, and provides high-level administrative support. This position also assists administrative staff in supporting the sections of the ERB Division as need and time allows. It focuses on providing a caring and professional culture.

This position is not eligible to telework, as physical in-office presence is required to perform essential functions.


Some of what you will do: Duty: Provide administrative support to the Special Assistant to the ERB Division Director. Tasks include:

Serve as a liaison between supervisor and other staff members. Generate correspondence on supervisor’s behalf. For supervisor, independently review incoming work, track and communicate assignments to staff, communicate and monitor deadlines. Monitor progress.
Perform complex word processing tasks, such as merging and sorting, integrating text with graphics, and creating advanced Excel spreadsheets, as needed.
Create and modify documents using word processing, spreadsheet, database, and presentation software. Conduct research and compile data.
Proofread correspondence and materials for punctuation, grammar, spelling, formatting, and accuracy. Compose correspondence in response to requests for information from our members. Employ plain talk principles.
File and retrieve organizational documents, establish and maintain complex electronic or manual filing systems or database files, archive dated material in accordance with regulations.
General clerical duties such as copying, faxing, mailing, filing, etc.
Establish and maintain schedules and priorities. 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.
Answer inquiries (telephone, email, and letters) and transfer to appropriate staff when necessary.
PEBB/SEBB Records Retention Coordinator.
PEBB Labor Coalition Meeting Coordinator.
Manage calendar and schedule appointments.
Organize meetings with internal and external stakeholders, coordinating the workflow, which may include 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.
Make travel arrangements and process travel documents using TEMS.
Input approved invoice payments into ECMS for contract managers.

Duty: Work closely with the Special Assistant to the ERB Director to support the School Employees Benefits Board and the Public Employees Benefits Board.

Tasks Include:

Make travel arrangements for Board Members. Process travel documents using TEMS.
Schedule prep meetings for all scheduled Board Meetings, which includes six prep meetings per Board Meeting, reserving appropriate resources, coordinating with meeting organizer, and ensuring meetings don’t overlap.
Project presentations at all Board Meetings.
Review verbatim Board minutes from each meeting received from the transcription service for accuracy.


Required qualifications: High School graduation or equivalent. AND Three years of progressively responsible experience in office/clerical, secretarial, or general office work. Formal education may substitute year-for-year experience

Knowledge of research methods, communication, and correspondence practices.
Ability to work independently; work effectively with others, communicate effectively, both written and oral.
Keyboarding or typing accurately at a minimum net speed of 50 words per minute.

Preferred qualifications:

Proficiency in Word, Excel, Outlook, PowerPoint, SharePoint, Zoom, and Teams desired.
Advanced organizational skills.
Working knowledge of state government.

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

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.
Infants in the workplace Infants at the Workplace Video
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!

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

Disclaimer : all data is sourced from indeed and we are not responsible for any error


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