Description
Administrative Assistant 3 This is a full-time permanent, hybrid position. This position will report on-site in Olympia, WA, an average of two (2) days each week to meet business needs. All HCA employees are required to be Washington state residents upon their first day of employment. The Opportunity Support the Human Resources team at the Health Care Authority! In this role, you will provide direct administrative support to HR managers as well as broader support to the entire HR office. This work includes handling confidential information, improving administrative processes, and directly supporting HR tasks in labor relations, recruitment, and more.
Key Responsibilities
- Provide administrative support to the labor relations and recruitment manager (LRRM) and the HR operations manager, including managing calendars, coordinating meetings, organizing shared email inbox flow and responses, and maintaining division files and records.
- Draft correspondence and communications from the HR office to ensure clarity and compliance with agency policies, procedures, and other rules/regulations.
- Track time sensitive labor relation activities.
- Schedule HR all-staff meetings, prepare agendas, and record meeting notes.
- Attend meetings on behalf, and, when appropriate, speak about matters on behalf of the LRRM.
- Plan and organize processes within the HR office, including polices/procedures; travel coordination and arrangements; website updates.
- On behalf of the LRRM, ensure coordination between service units; follow up on and track assignments made for team members and due dates to ensure timely completion of projects; and respond to customer complaints and suggestions.
- Provide support to HR recruitment processes including staff support, organization, and completion of associated administrative functions.
- Update and maintain HR pages on the HCA intranet site.
- Serve as front-level knowledge for staff walk-ins.
- Serve as the Records Coordinator and Public Disclosure Coordinator for the HR office.
Why You’ll Love This Role
- You will support a highly effective HR office across all functions, including operations and data; labor relations; recruitment; protected leave and accommodations; employee relations; classification and compensation; training; and diversity, equity, inclusion, and belonging.
- You will have autonomy and responsibility to serve as an administrative representative of the HR office.
- You will be a part of an agency that values a healthy work-life balance and mission-focused work that puts people first.
What You Bring
- Administrative experience: You have directly supported teams and/or managers in the past and understand the ins-and-outs of effective administrative work.
- Independence: You can work independently and identify ways to improve processes.
- Confidentiality: You are steadfast in maintaining confidentiality when trusted with high-risk information.
Required Qualifications Experience may have been gained through paid or unpaid activities. Please ensure any relevant experience defined below is outlined in your cover letter, resume, and application.
- Proficiency using Microsoft software, including Outlook, Word, PowerPoint, Excel, OneNote, and SharePoint.
- Demonstrated ability to:
- Provide administrative support to a manager or team, coordinate office activities, and complete assignments accurately and within established timelines.
- Interpret and apply established administrative policies, procedures, and office practices to assigned work.
- Develop, refine, and accurately document internal processes.
- Manage sensitive information and maintain appropriate confidentiality.
- Develop and maintain effective, professional, collaborative working relationships with a diverse range of customers and co-workers.
- Encourage teamwork, establish trust and credibility with others, and contribute to a respectful work environment.
- Communicate clearly and professionally, both verbally and in writing, with staff, management, customers, and external partners.
- Complete assignments with appropriate independence, accurately anticipate routine administrative needs, and seek guidance when issues exceed delegated authority.
- Provide courteous, responsive, and effective customer service while addressing inquiries and referring complex matters appropriately.
- Proficiently use electronic records, calendars, and other administrative systems to prepare documents, track information, and support daily office operations.
- Appropriately maintain accurate records, organize files, retrieve information, and follow applicable retention and confidentiality requirements.
- Organize competing assignments, establish priorities, maintain schedules, and meet deadlines in a dynamic office environment.
- Demonstrate sound judgment in identifying routine administrative issues, evaluating available information, and determining appropriate actions or recommendations within established guidelines.
- Arrange meetings, manage calendars, prepare materials, and coordinate logistical details to support office operations.
- Review documents, enter data, maintain records, and identify errors to ensure accurate and complete work.
- Independently prioritize workload and multi-task while staying organized and paying close attention to detail.
Required Competencies
- Equity lens – All HCA employees are required to consider equity in their decisions, processes, and day-to-day work, including how their work may affect the people and communities we serve.
- The ability to take action to learn and grow – You take action to learn and grow by seeking new perspectives, learning from experiences, and using what you’ve learned to continuously improve how you work and serve others.
- The ability to take action to meet the needs of others – You take action to meet the needs of others by listening, understanding different perspectives, and responding with care, respect, and solutions that support the people of the communities we serve.
Preferred Qualifications While these are not required, having them may help you stand out as an applicant.
- High school graduation or equivalent and three years of progressively responsible experience in office/clerical, secretarial, or general administrative office work.
- Familiarity with the Washington State Human Resource Management System (HRMS).
- Experience updating website and SharePoint site contents.
- Experience maintaining records in accordance with Washington State Records Retention Schedules.
- Demonstrated ability to:
- Research complex data.
- Readily adapt to new situations and be open to change.
- Analyze and interpret information in order to provide options and solutions.
- Adhere to state laws and collective bargaining agreements.
- Professional knowledge of:
- Government organization and administrative procedures.
- Standard office methods and procedures.
- Washington state agency policies, procedures, and collective bargaining agreements.
- Office organization, methods, and management principles.
- Modern methods of performing various kinds of clerical/administrative work and measuring work production; office materials, supplies, inventory control and records management.
About the Unit Human Resources is an organizational section within the Division of Legal Services (DLS). In support of the agency, the HR team's purpose is to create and maintain the professional structure that provides extraordinary services to customers and ensures the well-being of HCA employees. This position reports and provides sole professional administrative support for the Human Resource office. Supplemental Information About the Washington State Health Care Authority Better Health. Better Care. A Healthier Washington. At HCA, we work to ensure people across Washington have the opportunity to be as healthy as possible. As the State’s largest health care purchaser and behavioral health authority, HCA serves nearly 3 million Washington residents through Apple Health (Medicaid), Public Employees Benefits Board (PEBB) and School Employees Benefits Board (SEBB) programs, and behavioral health services. Through this work, HCA purchases and coordinates care coverage, supports behavioral health prevention, treatment, crisis response, and recovery and helps strengthen access to high-quality care across Washington.
More than a benefits package:
We want our employees to have the support, flexibility, and benefits they need to do their best work and build a career that works for their life. As a Washington State HCA employee, you’ll have access to a comprehensive benefits package that supports your health, financial well-being, and work-life balance. Our benefits are designed to support you today while helping you plan for the future. Learn more about why HCA by visiting the Voices of HCA and the "Who we are" section of our website.
Your total compensation is more than your paycheck:
- Remote work and flexible schedules
- Medical, dental, vision, and basic life insurance
- Paid vacation, sick leave, and 12 paid holidays
- Paid Family and Medical Leave (PFML)
- Retirement options to plan for the future
- Training and professional development opportunities
- Employee wellness programs
- Learn more about Washington State Employee Benefits
Work Location and Schedule This is a full-time 40-hour-per-week hybrid position. You will report to the HCA office located in Olympia, WA for in-person work an average of two (2) days each week. Our standard business hours are Monday through Friday, 8 a.m. to 5 p.m., with alternative work schedules considered based on business needs. When working in-person, you will work in a shared space, open office environment. In this role you’ll regularly collaborate with colleagues, agency leaders, state and federal partners, and other external partners or customers. Occasional travel may be required for meetings, training, or other business needs. All employees are required to report to our Olympia office on their first and final day of employment.
Our commitment to an inclusive workplace:
The Health Care Authority is an equal opportunity employer. We are committed to creating a workplace where employees are respected, included, and supported in bringing their experiences, perspectives, and ideas to work. Our commitment to inclusion is reflected in how we work together and serve the people of Washington. HCA also supports five voluntary employee led Employee Resource Groups (ERGs), which create opportunities for connection, community, learning, and professional growth. Application Directions To be considered, you must complete the online application in full and submit all required materials. Incomplete applications or applications missing required materials will not be considered. When completing your application, please include the following required materials:
- Cover letter: describing your qualifications for this specific position.
- Resume: that details your applicable experience and education.
- Three (3) professional references: References must be entered directly into the designated references section of your application. We require 3 professional references including at least one current or recent supervisor.
We encourage you to apply! If you meet the required qualifications for this position, we want to hear from you. Desired qualifications describe additional experience, knowledge or skills that may be helpful in the role, but they are not required to be considered for the position. We welcome applicants with different backgrounds, experiences, identities, and perspectives. Veterans: We value the experience and skill veterans bring to the workforce and encourage veterans, transitioning service members, and military spouses to apply. Eligible veterans may qualify for veterans’ preference in accordance with Washington State Law. If you are claiming veterans’ preference, you must attach your applicable DD-214 documentation to your application. Please redact your social security number, date of birth, and any other sensitive information before uploading and attaching the document. Need accommodations or have questions? If you have questions, need assistance with the application process, require an accommodation, or would like to request this posting in an alternative format, please contact Jake Nelko, human resources consultant – recruiter, at HCAjobs@hca.wa.gov and reference the recruitment title and job number in the subject line. Technical Support: Reach out to NEOGOV directly at 1-855-524-5627 for technical support and login issues. 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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Benefits
More than Just a Paycheck! Employee benefits are not just about the kind of services you get, they are also about how much you may have to pay out of pocket. Washington State offers one of the most competitive benefits packages in the nation.
We understand that your life revolves around more than just your career. Like everyone, your first priority is ensuring that you and your family will maintain health and financial security. That's why choice is a key component of our benefits package. We have a selection of health and retirement plans, paid leave, staff training and other compensation benefits that you can mix and match to meet your current and future needs.
Read about our benefits:
The following information describes typical benefits available for full-time employees who are expected to work more than six months. Actual benefits may vary by appointment type or be prorated for other than full-time work (e.g. part-time); view the job posting for benefits details for job types other than full-time.
Note: If the position offers benefits which differ from the following, the job posting should include the specific benefits.
Insurance Benefits Employees and their families are covered by medical (including vision), dental and basic life insurance. There are multiple medical plans with affordable monthly premiums that offer coverage throughout the state.
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.
To view premium rates, coverage choice in your area and how to enroll, please visit the Public Employees Benefits Board (PEBB) website. The Washington Wellness program from the Health Care Authority works with PEBB to support our workplace wellness programs.
Dependent care assistance allows the employee to save pre-tax dollars for a child or elder care expenses.
Other insurance coverage for auto, boat, home, and renter insurance is available through payroll deduction.
The Washington State Employee Assistance Program promotes the health and well-being of employees.
Retirement and Deferred Compensation State Employees are members of the Washington Public Employees' Retirement System (PERS). New employees have the option of two employer contributed retirement programs. For additional information, check out the Department of Retirement Systems' web site.
Employees also have the ability to participate in the Deferred Compensation Program (DCP). This is a supplemental retirement savings program (similar to an IRA) that allows you control over the amount of pre-tax salary dollars you defer as well as the flexibility to choose between multiple investment options.
Social Security All state employees are covered by the federal Social Security and Medicare systems. The state and the employee pay an equal amount into the system.
Public Service Loan Forgiveness 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.
Holidays Full-time and part-time employees are entitled to paid holidays and one paid personal holiday per calendar year.
Note: Employees who are members of certain Unions may be entitled to additional personal leave day(s), please refer to position specific Collective Bargaining Agreements for more information.
Full-time employees who work full monthly schedules qualify for holiday compensation if they are employed before the holiday and are in pay status for at least 80 nonovertime hours during the month of the holiday; or for the entire work shift preceding the holiday.
Part-time employees who are in pay status during the month of the holiday qualify for the holiday on a pro-rata basis. Compensation for holidays (including personal holiday) will be proportionate to the number of hours in pay status in the month to that required for full-time employment, excluding all holiday hours. Pay status includes hours worked and time on paid leave.
Sick Leave Full-time employees earn eight hours of sick leave per month. Overtime eligible employees who are in pay status for less than 80 hours per month, earn a monthly proportionate to the number of hours in pay status, in the month to that required for full-time employment. Overtime exempt employees who are in pay status for less than 80 hours per month do not earn a monthly accrual of sick leave.
Sick leave accruals for part-time employees will be proportionate to the number of hours in pay status, in the month to that required for full-time employment. Pay status includes hours worked, time on paid leave and paid holiday.
Vacation (Annual Leave) Full-time employees accrue vacation leave at the rates specified in WAC 357-31-165(1) or the applicable collective bargaining agreement (CBA). Full-time employees who are in pay status for less than 80 nonovertime hours in a month do not earn a monthly accrual of vacation leave.
Part-time employees accrue vacation leave hours in accordance with WAC 357-31-165(1) or the applicable collective bargaining agreement (CBA) on a pro rata basis. Vacation leave accrual will be proportionate to the number of hours in pay status, in the month to that required for full-time employment.
Pay status includes hours worked, time on paid leave and paid holiday.
As provided in WAC 357-58-175, an employer may authorize a lump-sum accrual of vacation leave or accelerate the vacation leave accrual rate to support the recruitment and/or retention of a candidate or employee for a Washington Management Service position. Vacation leave accrual rates may only be accelerated using the rates established WAC 357-31-165.
Note: Most agencies follow the civil service rules covering leave and holidays for exempt employees even though there is no requirement for them to do so. However, agencies are required to adhere to the applicable RCWs pertaining holidays and leave.
Military Leave Washington State supports members of the armed forces with 21 days paid military leave per year.
Bereavement Leave Most employees whose family member or household member dies, or for loss of pregnancy, are entitled to five (5) days of paid bereavement leave. In addition, the employer may approve other available leave types for the purpose of bereavement leave.
Additional Leave Leave Sharing Parental Leave Family and Medical Leave Act (FMLA) Leave Without Pay
Please visit the State HR Website for more detailed information regarding benefits.
Updated 01-07-2026
