SHIBA Organizational Coordinator - AA3

Description

Make a Difference: Protect Consumers & Join Our Dynamic Team!

The Office of the Insurance Commissioner (OIC) seeks a motivated and qualified individual for the SHIBA Organizational Coordinator – AA3 position. This role is within the Consumer Protection - SHIBA Division and is based out of our Tumwater Office.

WHY OIC?

• Meaningful work: Ensure a healthy insurance market & protect Washington consumers.
• Impactful career: Make a daily difference in the lives of countless Washingtonians.
• Small agency, big opportunities: Gain a holistic understanding of our mission and build strong relationships with colleagues.
• Flexible work options: Hybrid work opportunities.

About the Position

Are you a highly organized professional with a passion for public service, volunteer engagement, and administrative excellence? Join the Statewide Health Insurance Benefits Advisors (SHIBA) Program as our Administrative Assistant 3 – SHIBA Organizational Coordinator. This vital role supports SHIBA’s mission to empower Medicare beneficiaries through education, advocacy, and access—ultimately helping Washington consumers make informed insurance decisions.

As the SHIBA Organizational Coordinator, you will serve as the program’s central hub for volunteer management, federal compliance, and program administration. Reporting to the SHIBA Program Manager, you'll be entrusted with coordinating all aspects of volunteer onboarding, certification, and records maintenance across multiple federal and state systems. You’ll also take the lead on essential administrative functions, including procurement, office support, and internal communications that keep the program running smoothly.

This position is more than clerical—it is an opportunity to have a meaningful impact by supporting a statewide network of dedicated volunteers who deliver unbiased, trusted information to Washington residents. You’ll thrive in this role if you’re a detail-oriented problem solver, capable of managing multiple priorities while upholding the highest standards of confidentiality and public service.

Join us in supporting the Office of the Insurance Commissioner's mission to protect consumers and strengthen the public trust in the insurance system.

Benefits & Perks

• Comprehensive benefits package: Health, dental, vision, retirement, paid leave (vacation, sick, etc.) and much more!
• Supportive work environment: We value diversity, professional growth, and collaborative atmosphere.
• Wellness programs: Invest in your well-being with on-site resources and initiatives.
• Work-life balance: Flexible schedules with telework opportunities.
• Public service fulfillment: Contribute to a cause that matters and feel the satisfaction of serving the public good.
• Training & Development: Continuously learn and grow with tuition reimbursement. Public Service Loan Forgiveness, and other programs.
• Free parking (Tumwater) & Public transportation pass (Thurston County): Save on commuting costs.
• And more! Explore our website for additional benefits: https://www.insurance.wa.gov

Duties

• Manage volunteer onboarding, training, certification, and compliance processes
• Maintain volunteer records and personnel files in accordance with agency and federal standards
• Administer background checks and track privacy/confidentiality training completion
• Coordinate updates to essential volunteer resources and manuals

• Provide high-level administrative assistance to the SHIBA Program Manager
• Maintain calendars, schedule meetings, and make travel arrangements
• Screen and route communications and ensure timely task follow-up

• Evaluate service and supply needs; authorize purchases using state contracts
• Support equity and accessibility efforts through procurement of interpretation and translation services
• Manage purchases of training materials, office equipment, and assistive technologies

• Schedule interviews and prepare recruitment materials
• Support onboarding and system access for new SHIBA staff
• Liaise with applicants and assist with coordination of hiring processes

• Serve as a content author for SHIBA’s public and internal web pages
• Maintain SharePoint site and coordinate with web services and contractors for updates
• Keep online calendars current and accessible to stakeholders

Qualifications

• High school graduation or GED.

AND

• Three years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work.

OR

Higher education* will substitute year-for-year for experience

• An associates degree or bachelor's degree in business administration, public administration, law, public health, health administration, or a related field from an accredited institution can substitute for up to four (4) years of professional work experience.

If a degree or other credentials are listed, proof will be required prior to employment. Degrees must be recognized by the U.S. Department of Education and the Council for Higher Education Accreditation (CHEA) or foreign equivalent. If a degree was awarded outside the United States, candidates must provide a credential evaluation report.

• Knowledge of: office procedures and practices; business management practices, research methods and data collections; communication and correspondence practices
• Ability to: work independently; read, understand, and interpret policies and procedures; develop written reports; work effectively with others; communicate effectively, both in writing and speech.
• Intermediate-level skills and experience in Microsoft Outlook, Word, PowerPoint, and Excel.
• Experience working on projects and other specialized assignments. Experience developing partnerships with diverse communities.

Ready to join us?

Learn more about the OIC by visiting our website. We encourage you to check out our video below and listen to what our employees have to say about working here!

Welcome to the OIC

Submit your application today and take the first step towards a rewarding career at the OIC!

Supplemental Information

• This position is represented by the Washington Federation of State Employees (WFSE).
• State law (RCW 48.02.090[5]) prohibits employees of the OIC from having any interest, directly or indirectly, in an insurance company other than as a policyholder. This prohibition includes the receipt of renewal commissions. If employment is accepted with this agency, you agree to abide by this state law.
• If a degree or other credentials are listed by the candidate, proof will be required at the finalist stage. Candidates are encouraged to pre-plan for this. University degrees must be recognized by the U.S. Department of Education and the Council for Higher Education Accreditation (CHEA) or foreign equivalent.
• If a degree was awarded outside the United States, candidates must provide a credential evaluation report.
• 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 but will be considered in determining the applicant’s suitability and competence to perform in the position.
• If claiming veteran status, please send your DD 214 to [email protected] with AA3_2025-04005 in the subject line. Please do not attach the DD 214 to your application materials. Please black out personally identifiable data such as social security numbers.
• At the OIC, honoring diversity, equity, and inclusion means that as an agency, and as individuals, we are committed to ensuring that all employees and volunteers enjoy a respectful, safe, and supportive working environment. Only by fostering the inclusion of people from all backgrounds, cultures, and attributes, can OIC employees and volunteers achieve their fullest potential and best advance the goals and mission of the agency.
• The Office of Insurance Commissioner is an equal opportunity employer, does not discriminate on the basis of age, sex, marital status, sexual orientation, race, creed, color, national origin, honorably discharged veteran or military status, or the presence of any sensory, mental, or physical disability or the use of a trained service animal by a person with a disability. Persons requiring reasonable accommodation in the application process or requiring information in an alternative format may contact the recruitment team at [email protected]. Those with a hearing impairment in need of accommodation are encouraged to contact the Washington Relay Service at 1-800-676-3777 or www.washingtonrelay.com.
• If you are having technical difficulties creating, accessing (log in, password or email issues) or completing your application (error messages), please call toll-free at (855) 524-5627.
• For general questions regarding applying for jobs, contact the recruiter or [email protected].

How to Apply:

• Create an online account: Go to the job posting and click the big green “Apply” button. You’ll need to set up an account if you haven’t already.
• Complete your application: Be sure to answer all the questions fully and honestly. Avoid vague answers like “see resume.” This may result in disqualification.

• Attach your cover letter and resume. Applications that do not include a cover letter and resume or are incomplete will be automatically disqualified.
• Provide references: List three people who have supervised your work and can vouch for your skills. If you don’t have enough, you can include people like teachers, college professors, or other professional colleagues.

Your application will be evaluated based on how closely your qualifications and experience meet the required and/or preferred qualifications of the position. Applications missing the requested information or containing incomplete responses may be disqualified and removed from further consideration.

General suggestions for creating a good application:

• Read the job posting very carefully. Find out as much as you can about the position.
• Make sure you are very diligent in following all the application instructions. Include all requested documentation.
• Make sure your application and supplemental question responses address how you meet each of the required and desired qualifications.

• Carefully read each of the supplemental questions and respond completely to each one. Pay attention to each component of the question, providing examples, and thoroughly describing when and where you achieved the experience. Detail the types of work you performed, the work products, etc., to demonstrate 'how'.

• Specifically include all your work experiences doing the same or similar work, especially if you reference work in these jobs in describing when/where you gained experience or skills.
• Make sure your application reflects your best writing.

Wage/salary depends on qualifications or state rules of compensation (if currently a state employee).

Contact us: For inquiries about this position, please contact us at [email protected].