Administrative Assistant 2 (02-4114)

Full Job Description

This position is open to Alaska Residents only. Please check our residency definition to determine if you qualify.

What You Will Be Doing

This position is a member of the Administrative Support Team and provides technical support in the areas of accounting, personnel, payroll, recruitment, travel, inventory, and procurement. The main duties include but are not limited to:

• Accounting – Collect, prepare, process, and track invoices and state purchasing card receipts for payment. Maintain accounting files.

• Personnel – Coordinate, collect, review, and prepare Personnel Action Request Forms (PARFs) and associated backup for processing. Maintain tracking logs.

• Timekeeper - Coordinate, collect, review, and approve biweekly timesheet for the division using IRIS Human Resource Management (HRM) system and Employee Self Service (ESS).

• Hiring Assistant - Assist hiring managers with recruitment and the on/offboarding of employees.

• Travel Planner - Arrange, purchase, and process employee travel.

• Inventory / Procurement - Conduct monthly office supply inventory, order supplies, and maintain tracking spreadsheets. Assist with annual inventory.

• Greet incoming visitors, answer phones, and distribute mail.

Our Organization, Mission, and Culture

The mission of the Division of Finance is to provide accounting, payroll, and travel services for State government.

We are a welcoming community of accountants, analysts, technicians, payroll specialists, and administrators.

We conduct the State's financial business with integrity, accountability, and a spirit of continuous improvement.

We are committed to providing dependable service, transparent communication, and stellar customer service to State of Alaska departments and employees..

The Benefits of Joining Our Team

Few opportunities in government provide the chance to work in multiple functional areas across every department in the State of Alaska. Each day provides new challenges and excitement. The Division of Finance is truly a dynamic place to work.

Specifically, the Administrative Support Team values and encourages professional development and advancement of its members. On-the-job training and guidance are provided.

Full-time benefits of this position include but are not limited to: Health Insurance for you and your family; Retirement Plans with employer contributions; Paid Leave that grows with you based on years of service; and twelve paid holidays per year. Please see the benefits tab on this posting for more information.

The Working Environment You Can Expect

You will enjoy a workplace with a view of Juneau's beautiful downtown scenery.

Located on the 10th floor of the State Office Building, you are within close walking distance to coffee shops, restaurants, and numerous nature trails.

We maintain a friendly and flexible work culture that believes in work/life balance.

Who We Are Looking For

We are interested in candidates who possess some or all of the following position specific competencies:

• Attention to Detail: Is thorough when performing work and conscientious about attending to detail.

• Customer Service: Anticipates and meets the needs of both internal and external customers. Delivers high-quality products and services; is committed to continuous improvement.

• Self-Management: Sets well-defined and realistic personal goals; displays a high level of initiative, effort, and commitment towards completing assignments in a timely manner; works with minimal supervision; is motivated to achieve; demonstrates responsible behavior.

• Computer Skills: Uses computers, software applications, databases, and automated systems to accomplish work.

• Written and Oral Communication: Expresses information effectively both orally and in writing, considering the audience and nature of the information.

Requirements

Six months of entry-level technical experience in one or more administrative functional areas such as human resources, accounting, administration, and procurement. This experience includes work such as Administrative Assistant 1, Accounting Technician 1, Human Resource Technician 1, and similar classes with the State of Alaska or the equivalent with another employer.

OR
One year of advanced-level clerical experience. This experience includes work such as Office Assistant 2, Accounting Clerk, and similar classes with the State of Alaska or the equivalent with another employer.

OR
One year of post-secondary education from an accredited college (32 semester hours or 48 quarter hours equals 1 year)

OR
One year of any combination of post-secondary education, vocational education, and/or advanced-level clerical experience. (Three semester or four quarter hours of post-secondary education are equal to one month of experience; 150 hours of vocational education are equal to one month of experience.)

Special Note:
Examples of entry-level technical experience include:
-Assisting in the preparation of reports reflecting the examinations made, discrepancies noted, and the corrective entries required for adjusting accounts. Assisting with the implementation of corrections.
-Verifying the accuracy and completeness of accounting data and documents; determining the general ledger accounts, journals, and subsidiary accounts affected and the debit and credit entries to be made; determining the entries required to bring accounts into balance; preparing encumbrances, expenditures, adjustments, billings, and other transaction documents for the account; and maintaining records of transactions and current status of accounts.
-Preparing standard and ad hoc reports; making periodic projections and analyzing trends; notifying supervisor of need for additional promotional efforts; and recommending additional promotional materials or methods to secure optimum enrollment.
-Receiving supply requests, reviewing and approving for completeness and conformity to guidelines. Preparing and processing various documents such as purchase orders, delivery orders, and bid specifications.

Examples of advanced clerical experience include:
-Reviewing complex or questionable applications or documents and searching files and regulations to determine accuracy of information to clarify applicant status; using judgment in applying criteria, rules, regulations, and policies; providing information to organizational unit staff on administrative processes and procedures; tracking expenditures; and completing necessary administrative paperwork according to regulations.
-Composing letters and memoranda; completing and reviewing forms for completeness and accuracy using readily available information from multiple sources and established guidelines and procedures. Examples of such tasks include time sheets, appointment paperwork, or required drug testing notifications for employees in positions requiring possession of a valid Commercial Driver's License (CDL).

Qualifications

Please read the below information carefully. This applies to your application submission.

THIS RECRUITMENT IS FOR ALASKA RESIDENTS ONLY

Please be sure to check our residency definition to determine if you qualify.

At time of interview, please be preapred to provide:

• Copies of your two (2) most recent performance evaluations.
• A list of three (3) professional references, if not already listed in your application.

EDUCATION If post-secondary education is required to meet the minimum qualifications, you must fill in the Education section of the application.

If you have not obtained a degree, please indicate the number of units completed.

Copies of transcripts are required to verify educational credentials if used to meet the minimum qualifications for a position.

Transcripts can be attached at the time of application or within 48 hours of the close of this recruitment to the contact person listed below.

SPECIAL INSTRUCTIONS FOR FOREIGN EDUCATION Education completed in foreign colleges or universities may be used to meet the above requirements, if applicable.

If utilizing this education you must show that the education credentials have been submitted to a private organization that specializes in interpretation of foreign educational credentials and that such education has been deemed to be at least equivalent to that gained in conventional U.S.

education programs; or an accredited U.S.

state university reports the other institution as one whose transcript is given full value, or full value is given in subject areas applicable to the curricula at the state university.

It is your responsibility to provide such evidence when applying.

WORK EXPERIENCE If using work experience not already documented in your application, also provide the employer’s name, your job title, dates of employment, and whether full-or part-time.

Applications will be reviewed to determine if the responses are supported and minimum qualifications are clearly met.

If they are not, the applicant may not advance to the interview and selection phase of the recruitment.

NOTE: Attaching a resume or curriculum vitae is not an alternative to filling out the application in its entirety.

Noting "see resume or CV" or any similar response on any portion of your application may lead to a determination your application is incomplete and removal from consideration for this job posting.

APPLICATION NOTICE You can ONLY apply for this position through the Workplace Alaska website or via hardcopy application.

If you accessed this recruitment bulletin through a job search portal such as AlaskaJobs or any other database, you MUST use a Workplace Alaska online or hardcopy application to successfully apply.

Instructions on how to apply with Workplace Alaska may be found on the Workplace Alaska "How to Apply" webpage, found here: http://doa.alaska.gov/dop/workplace/help/

EEO STATEMENT

The State of Alaska complies with Title I of the Americans with Disabilities Act (ADA).

Individuals with disabilities, who require accommodation, auxiliary aides or services, or alternative communication formats, please call 1-800-587-0430 or (907) 465-4095 in Juneau or TTY: Alaska Relay 711 or 1-800-770-8973 or correspond with the Division of Personnel & Labor Relations at: P.O.

Box 110201, Juneau, AK 99811-0201. The State of Alaska is an equal opportunity employer.

NOTICE

If you choose to be contacted by email, please ensure your email address is correct on your application and that the spam filter will permit email from the ‘govermentjobs.com’ domains.

For information on allowing emails from the ‘governmentjobs.com’ domains, visit the Lost Password Help page located at https://www.governmentjobs.com/OnlineApplication/User/ResetPassword.

WORKPLACE ALASKA APPLICATION QUESTIONS & ASSISTANCE

Questions regarding application submission or system operation errors should be directed to the Workplace Alaska hotline at 1-800-587-0430 (toll free) or (907) 465-4095 if you are located in the Juneau area.

Requests for information may also be emailed to recruitment.services@alaska.gov.For applicant password assistance please visit: https://www.governmentjobs.com/OnlineApplication/User/ResetPassword

Additional Information

Greg Williams

Administrative Officer 2

Phone: 907-465-5615

greg.williams@alaska.gov