Administrative Assistant 3; AA​/DBHR Internal

This is a full-time, permanent, hybrid position based in Olympia, WA requiring 2 days a week on site.

This opportunity is internal and only available to current HCA employees.

All HCA employees are required to be Washington state residents upon their first day of employment.

Be the organizational backbone of a team that supports behavioral health recovery services across Washington. The Division of Behavioral Health and Recovery (DBHR) is seeking an Administrative Assistant 3 to serve as the sole professional administrative support to the Behavioral Health and Recovery Support Services (BH/RSS) Section Manager, while also supporting the section's program managers. You will keep the section running smoothly, from managing calendars and correspondence to coordinating hiring, records, and public disclosure requests.

• Manage the Section Manager's calendar, inbox, and meeting logistics using independent judgment.
• Prepare meeting materials, agendas, and notes, and attend meetings on the Section Manager's behalf when requested.
• Draft, format, and proofread correspondence to ensure clarity and compliance with agency policy, including protocols for correspondence with Tribes.
• Coordinate hiring for the section, from distributing job announcements and scheduling interviews to preparing interview packets and setting up work spaces for new staff.
• Track personnel requirements for section staff, such as performance evaluations, position descriptions, and annual review documents.
• Arrange travel for staff and volunteers, prepare purchase documentation, and manage the annual equipment inventory.
• Serve as Records Coordinator, ensuring records retention compliance and coordinating public disclosure requests, including gathering, redacting, and preparing records for release.
• Assist with federal grant applications and track preparation of the section's fact sheets and program profiles before each legislative session.
• Receive official visitors and the public, respond to inquiries, and take part in process improvement and Lean activities.

• You'll be a trusted partner to section leadership, with a real voice in how the team operates.
• Your work will support programs that help people across Washington on their path to recovery.
• You'll gain broad experience across hiring, records management, legislative support, and grants.
• You'll have a hybrid schedule that balances time in the office with telework.

You are a dependable, highly organized professional who takes initiative and works well with little supervision. You stay calm when priorities shift, adapt readily to change, and pay close attention to detail. You listen carefully, handle confidential information with discretion, and build trusting, collaborative relationships with coworkers and customers from many backgrounds. You take pride in helping your team succeed.

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.

• Administrative Support: Demonstrated proficiency in providing administrative support, coordinating office activities, and completing assignments accurately and within established timelines.
• Communication: Demonstrated skill in communicating clearly and professionally, both verbally and in writing, with staff, management, customers, and external partners.
• Organization and Prioritization: Demonstrated ability to organize competing assignments, establish priorities, maintain schedules, and meet deadlines in a changing office environment.
• Office Technology: Demonstrated proficiency in using office software,…