Administrative Assistant 4 (AA4/ETS) – Project

Administrative Assistant 4 (AA4/ETS) – Project

71108665

This is a project position funded through 6/30/2027 with the potential for extension based on project funding.

The administrative assistant for Washington’s Health Care Management and Coordination System (HCMACS) Enterprise Electronic Health Record (EHR) Program provides critical support to the executive director and newly-formed team developing a first-of-its-kind health IT program. This position will use their communication and organizational skills to build strong working relationships across HCA and partner agencies and to support the HCMACS Program Executive Director and HCMACS Program Office with the implementation of the HCMACS solution. If you thrive applying your administrative skills to navigate ambiguity in a fast-paced startup environment, this may be the position for you!

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 program:

The State of Washington is undertaking a bold, transformative initiative to improve how health care is delivered, coordinated, and experienced for some of its most vulnerable populations. At the heart of this effort is the Health Care Management and Coordination System (HCMACS) - an integrated, enterprise-wide Electronic Health Record (EHR) platform that will help unify care delivery across multiple state agencies, Tribes, public health institutions, and community-based providers.

About the position:

The Administrative Assistant 4 is the principal administrative assistant to the HCMACS Enterprise EHR Executive Program Director providing support including, but not limited to, supporting the on-boarding of new hires, developing processes and policies, drafting high quality communications, coordinating meetings, arranging travel, drafting/reviewing correspondence for the HCMACS Executive Program Director, and coordination of information across the program and stakeholders. In addition, the position functions as a liaison on program matters including, but not limited to, requesting conference spaces and facilities, supporting personnel, and managing requests for equipment, supplies, and technology. In addition, the HCMACS Executive Program Director will assign the Administrative Assistant with supporting program leadership with key tasks such as legislative reporting, meeting minutes, and coordination of travel and training. This individual must be able to work independently and with teams in a collaborative and organized manner.

This position is eligible to telework but is frequently required to report on-site 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. All agency employees are required to report on-site in Olympia on their first and last days of employment to pick up and return state-issued equipment, regardless of telework status or location.

Some of what you will do:

• Serves as liaison between the HCMACS Executive Program Director and key stakeholders, delivering communications in alignment with the program's mission and vision.
• Coordinates with Executive Program Director regarding requests for information and meetings.
• Drafts, reviews, and edits documents and communications using Microsoft programs such as Word, Outlook, Teams, Project, Visio, and SharePoint.
• Oversees key administrative activities for HCMACS, including maintenance and organization of SharePoint site, program documents, and routine and ad hoc communications.
• Manages and coordinates the scheduling of calendars, logistics, critical and/or large-scale meetings, and events as directed.
• Coordinates and supports hiring and contracting process with Human Resources and HCMACS Program leadership.
• Develops and manages HCMACS onboarding plan and process for hired and contracted staff.
• Resolves problems and responds to inquiries regarding rules, regulations, policies, and procedures.
• Manages assignments within HCMACS and monitors for completion, delegates, defines, and assigns critical projects and/or strategies.

Required qualifications:

Qualifying candidates will satisfy one of the following criteria combinations:

Option 1:

• One year as an Administrative Assistant 3

Option 2:

• Two years as an Administrative Assistant 2

Option 3:

• High school graduation or GED and
• Four years of progressively responsible experience in office/clerical, bookkeeping, accounting, or general administrative work.

Required competencies:

• The ability to take action to learn and grow.
• The ability to take action to meet the needs of others.

Preferred qualifications:

• Experience supporting and/or leading teams.
• Experience with Microsoft Office products/applications including PowerPoint, Word, Excel, Outlook, SharePoint, and Teams (or other digital office communication tools, e.g. Slack)
• Experience supporting IT or health IT professionals
• Experience with Agile project management tools (e.g. Jira) or other project management tools (e.g. Asana, Monday)
• Knowledge of state personnel rules and regulations, including familiarity with the WFSE CBA
• Demonstrated leadership and problem-solving skills
• Ability to write and speak effectively; establish and maintain cooperative relations with others; coordinate and supervise the work of subordinate personnel

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.

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.
• 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 HCAjobs@hca.wa.gov. Persons with disabilities needing assistance in the application process, or those needing this job announcement in an alternative format may contact Jake Nelko at jake.nelko@hca.wa.gov or 360.725.0945.

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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