What are the responsibilities and job description for the Administrative Assistant 4 - CG04 - HQ position at Washington State Health Care Authority?
Description
Administrative Assistant 4
Health Service Division
Full-Time, Permanent
Location: Headquarters, Tumwater, WA
Salary Range: $4,633-$6,229 Monthly
Are you an organized administrative professional who thrives in a fast-paced environment, solving complex problems while keeping on top of projects, processes, and schedules? The Washington State Department of Corrections has an opportunity for you!
This position supports Department of Corrections Health Services Chief Nursing Officer. This position serves as a liaison between the Chief Nursing Officer, direct reports and other internal and external staff. The incumbent performs a variety of administrative duties to support services, manage complex assignments, and ensure the coordination and completion of a wide variety of special programs. This position will also provide administrative support to other program areas within Health Services.
Duties
Provides administrative support to the Chief Nursing Officer
- Delegated authority from Chief Nursing Officer
- Respond to emails regarding established guidance on the Chief Nursing Officer’s behalf
- Facilitate and attend meetings on the Chief Nursing Officer's behalf
- Schedule meetings requiring attendance for staff involved in nursing care across facilities
- This includes planning meetings that develop evaluation and improvement of nursing care services
- Craft routine correspondence, OCO responses, grievance responses, and guidance based on DOH, OFM, CDC, ANA, and RCW standards
- Approval and processing of purchasing, timecards, travel, IT requests, continuing education requests, and tuition reimbursements on behalf of the Chief Nursing Officer
- Monitors nursing audits and other 12rotocol concerns at DOC correctional facilities across the state
- Ensures regulatory and accreditation compliance for facilities and staff members
- Provides administrator level support to SharePoint updates on the nursing website
- Provides additional directions updating the site and maintenance of content at the request of the Chief Nursing Officer and Nursing Educators.
General Duties:
- Log and track decision points made across guidance documents to ensure no protocols conflict with other documents including, but not limited to Health Plan, agency wide policy, and Department of Health requirements for healthcare facility settings. This includes capturing technical wording, formatting final documents, ensuring review processes are completed in a timely manner, and that finalized documents are communicated/posted as appropriate.
- Schedule, compile records for and support all calls between DOH, OFM, internal stakeholders and external stakeholders on behalf of the Chief Nursing Officer.
- Prepare schedule for the Chief Nursing Officer and all positions that report through the Chief Nursing Officer. This includes sending notices to facilities as needed for pending arrival dates and times, or consult scheduling of patients.
- Manage calendar appointments, correspondence or signature, and purchase orders
- Review and collect research on grievances and case specific data in coordination with the Chief Nursing Officer.
- Draft internal and external communications for nursing at the direction of the Chief Nursing Officer
- Collect, organize and provide responsive records to the Legal Liaison Officer for Health Services and the Public Disclosure Officer for Health Services as needed.
- Take and transcribe minutes and track action items for Health Services Division oversight in nursing matters as well as upon request to support the division.
- Track, schedule and develop, PDP reviews on behalf of the Chief Nursing Officer, including maintaining a supervisory file on their behalf.
- Support all hiring needs of the Chief Nursing Officer including, but not limited to arranging for equipment, space, and other needs of staff being onboarded.
- Assists in developing and integrating written policies and protocols to minimize risk.
Provide administrative support to Regional Optometrists
- Log and track decision points made across guidance documents and Optometrist guidance protocols. Schedule, compile records for, and support all calls between optometrists and others. Drafting and routine correspondence for authorization decisions as appropriate.
- Prepare schedule for the Regional Optometrists and send notice to the facilities as needed for pending arrivals or consult scheduling of patients.
- Review and collect research on grievances and case specific data in coordination with the Regional Optometrist.
- Collect, organize, and provide responsive records to the Legal Liaison Officer for Health Services and Public Disclosure Officer for Health Services as needed.
- Take and transcribe minutes and track action items for all Optometry related issues as needed.
- Review and approve as assigned by the Regional Optometrist.
Managing the agency nurse process, to include application review, request for records, background check, communication with agency and facility, tracking placements/contracts
- This role is expected to keep documentation confidential as to uphold privacy requirements related to specific staff occupational health records, including but not limited to:
- Providing additional back up on monitoring agency nursing contracts billing, and credentialing of staff members as well as contractors for medical positions to ensure licensure status.
Other duties as assigned to support the Division of Health Services
- Back up to other AA4 positions in the division as well as Executive Secretaries and Executive Assistant.
- Assists in answering the Heath Servies main phone line.
Other duties as assigned
Qualifications
Required Qualifications:
- Four years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting or general administrative work.
- Proficiency in Microsoft Outlook/Office Suite, and Word.
- Intermediate experience in Excel, Visio, PowerPoint and SharePoint.
- Ability to research, compile, organize, and communicate technical medical information both orally and in writing using various technologies such as telephone and electronic mail.
- High School Diploma or equivalent
Preferred/Desired Qualifications:
- A broad and current knowledge base of health service operations.
- Demonstrated ability to maintain confidentiality of information.
- Knowledge of the ICS process for Emergency Response.
- Demonstrated ability to build and maintain effective Internal and external working relationships.
- Knowledge of the legislative process and how public policy, political and budget factors Interact and Impact.
- Demonstrated effective communication skills.
- Demonstrated success in holding progressively higher-level administrative support positions Demonstrated ability to effectively Interpret, understand and apply public disclosure and litigation requirements to record collection.
- Can be relied upon to achieve excellent results with little oversight health services.
Supplemental Information
- Cultivate an environment of integrity and trust: Corrections values partnership and trust. We foster openness and support courageous conversations. We are committed to doing what we say we are going to do by being accountable and taking personal ownership in our actions.
- Respectful and inclusive interactions: Corrections appreciates and values individuals by promoting an inclusive and diverse environment, which encourages safety. We respect, value, and listen to the thoughts, feelings, and perspectives of our stakeholders and consider the impact on those we serve as well as each other.
- People's safety: Corrections believes in creating an environment that values physical, mental, and emotional security and well-being. We honor those who advance safety for all.
- Positivity in words and actions: At Corrections, we assume positive intentions and believe there is a shared desire for the best outcome. We consistently demonstrate positive behavior and always put forth our best effort.
- Supporting people's success: Corrections is committed to our community – understanding individuals, instilling hope, embracing change, and providing opportunities.
- DOC complies with the employment eligibility verification requirements for the federal employment eligibility verification form I-9. The selected candidate must be able to provide proof of identity and eligibility to work in the United States consistent with the requirements of that form. https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents
- DOC does not use E-Verify; therefore, we are not eligible to extend STEM-Optional Practice Training (OPT). For information, please visit www.uscis.gov.
- Please include a minimum of three (3) professional references with your application. A professional reference is defined as an individual who has been paid to supervise your work and can attest to your work performance, technical skills, and job competencies. If you do not have any or sufficient professional references, please include non-related professionals, such as educators or other professional associates.
- A background check including criminal record history will be conducted prior to a new hire. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant’s suitability and competence to perform in the position.
- Employees may work directly with or near incarcerated individuals in a potentially hazardous setting. Please consider this when deciding whether to apply.
- We are committed to maintaining a drug and alcohol-free work environment, and our employees are expected to comply with all state and federal laws. A pre-employment drug test may be administered as part of the selection process, and applicants who test positive for any controlled substances, will be disqualified from consideration.
- Oleoresin Capsicum (OC) is an aerosol pepper spray made available as a means of self-defense and/or de-escalation. Applicants with sensitivities or allergies are encouraged to ask about the level of exposure they could expect in this position.
- Animal care projects are a common component of most Washington State prisons, including dog and cat programs. Applicants with animal sensitivities or allergies are encouraged to ask about the level of exposure they could expect in this position.
- Tuberculosis (TB) is a priority health issue for DOC employees. The successful candidate may be required to provide valid proof of a baseline TB skin test within 60 days from the date of hire. When positive tests result, further information, testing and treatment will also be required. Employment is not contingent upon test results.
- This position may be represented by a bargaining unit.
- Requires respirator medical evaluation questionnaire, fit testing, training, and use of respiratory protection as required by the WA Industrial Safety & Act standards. Refer to WAC 296-842 to learn more.
- Must be able to work in spaces, climb stairs, walk long distances, and frequently lift up to 30 pounds. Under rare circumstances this position may be required to lift or carry up to 50 pounds and push up to 100 pounds.
- Foreign equivalent degrees awarded outside the United States must have a credential evaluation report attached to your application. You may request the required evaluation/documentation from www.wes.org and www.aice-eval.org. Until this documentation is provided, you will not be selected to move forward in the hiring process.
- Candidates who are offered a job with the Department of Corrections must possess work authorization that does not require sponsorship by the employer for a visa now or in the future.
- Salary is based on experience and is determined at the time a final offer of employment is made.
- Work effectively with people of different perspectives, abilities, disabilities, races, religions, ages, lifestyle preferences and social, ethnic and cultural backgrounds.
- Respectfully acknowledge people's differences and recognize these differences as important and valuable.
- Promote inclusiveness.
- Be culturally sensitive and appropriate.
- Respect and value diverse backgrounds and traditions.
As an employee of the Department of Corrections, your work-life integration is a priority. Washington State employees are offered one of the most inclusive and competitive benefits packages in the nation. Besides comprehensive family insurance for medical, dental, and vision, these perks also may include:
- Up to 25 paid vacations days a year
- 8 hours of paid sick leave per month
- 12 paid holidays a year
- Generous retirement plan
- Flex Spending Accounts
- Dependent Care Assistance
- Deferred Compensation and so much more!
Retirement Options:
- PERS: 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, visit the Department of Retirement Systems (DRS) or call 800-547-6657.
- PSERS: Many positions within DOC are covered by the Public Safety Employees' Retirement System (PSERS). If someone moves from a PERS-eligible position to a PSERS eligible position, they will retire under two different systems/plans. Contact DRS for more information.
DOC is an equal opportunity employer and does not discriminate on the basis of race, creed, color, national origin, sex, marital status, sexual orientation, gender identity, gender expression, age, honorably discharged veteran, veteran status, genetic information, or the presence of any sensory, mental or physical disability or the use of a trained guide dog or service animal by a person with a disability.
For questions about this recruitment, or to request reasonable accommodation in the application process, please kathey.waggoner@doc1.wa.gov or call us at 509-907-7808 For TTY service, please call the Washington Relay Service at 7-1-1 or 1-800-833-6388.
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
Salary : $4,633 - $6,229