Administrative Assistant 3; AA​/DBHR Internal

Administrative Assistant 3 – Internal

This is a full-time, permanent, hybrid position based in Olympia, WA. This position is eligible to telework but is frequently required to report onsite to meet business needs. This is an internal opportunity and is only open to current HCA employees. All HCA employees are required to be Washington state residents upon their first day of employment.

The Opportunity

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 professional support to the Substance Use Disorder Prevention and Mental Health Promotion team, while also relieving the supervisor of day-to-day clerical tasks. You will keep the section running smoothly, from managing calendars and correspondence to coordinating hiring, records, and assisting prevention projects.

Key Responsibilities

• Manage management calendars, inbox, and meeting logistics using independent judgment.
• Serves as a liaison between section manager, supervisors, and other staff, relays assignments and requests status information of assignment.
• Arrange travel for staff and volunteers, prepare purchase documentation (using TEMS), and manage the annual equipment inventory.
• Draft, format, and proofread correspondence to ensure clarity and compliance with agency policy, including protocols for correspondence with Native American 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.
• Prepare purchase orders via HCA purchasing and work closely with the fiscal office for purchasing authorizations for conference registrations, equipment, office supplies and other training/education materials as needed.
• 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.

Why You'll Love This Role

• 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 through hiring, records management, legislative support, prevention work, and grants.
• You'll have a hybrid schedule that balances working with an in-person team with teleworking.

What You Bring

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.

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.

• Administrative Support: Demonstrated proficiency and experience in providing administrative support, arranging meetings, managing calendars, preparing materials, and coordinating logistical details to support office operations, and completing assignments accurately and within established timelines.
• Communication: Demonstrated skill in communicating clearly and professionally, both verbally and in writing, with staff, management,…