Administrative Assistant 2 (PCN 064898)

Full Job Description

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

The Division of Juvenile Justice is recruiting to fill an Administrative Assistant 2 position located in Juneau.

What you will be doing

As the Administrative Assistant 2 in the Director’s Office, you will provide a wide variety of administrative support to the Administrative Officer 1 and Administrative Operations Manager as well as to administrative staff statewide.

This includes a wide variety of complex and detailed paraprofessional duties in multiple administrative functional areas.

These functional areas are inclusive but not limited to general office and administrative duties, procurement, accounting and financial management, budget development and personnel management.

Our organization, mission, and culture

Through Restorative Justice, we hold juvenile offenders accountable for their behavior; promote the safety and restoration of victims and communities; and assist offenders and their families in developing the skills to prevent crime. Our core values include:

Prioritizing Safety - of our youth, staff, families, and communities.

Responsiveness - providing timely response to youth, families, victims, staff, and justice partners.

Professional Relationships - recognizing that successful treatment services provided to our clients, coworkers, victims, and others rely on positive, respectful, and collaborative relationships and a spirit of inclusiveness.

Dedication - doing the right things for the right reasons and modeling relentless integrity and leadership.

Respect - for the inherent value of each person's unique strengths and individual differences.

The benefits of joining our team

Joining our team will bring the opportunity to support a dedicated group of people who love what they do and work dilligently toward the meaningful change in youths’ lives and Alaskan communities.

We are dedicated to our work and take pride in the amount of integrity and collaboration throughout the organization.

We believe in enhancing the strengths in our staff by promoting training, goal setting and professional development within the workplace.

The working environment you can expect:

You will work on the 7th floor of the Court Plaza Building on Main Street in a cubicle setting with an incredible view of downtown Juneau.

The Juneau Director’s Office team consists of several staff in locations throughout the Division committed to supporting statewide efforts to improve services and implement evidence-based programs that strengthen juvenile and system outcomes.

Who we are looking for

In addition to the Minimum Qualifications below, we are looking for a candidate with the following core competencies:

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

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

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 with strong communication.

Problem Solving: Identifies problems; determines accuracy and relevance of information; uses sound judgement to generate and evaluate alternatives, and to make recommendations.

Adaptability: Adjusts planned work by gathering relevant information and applying critical thinking to address multiple demands and competing priorities in a changing environment.

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

At time of interview applicant must submit:

1.Copy of transcripts if using to meet MQs (unofficial are okay, please ensure that the institution name/URL is listed on the transcripts).

2.Three (3) names & phone numbers of professional references.

3.Two (2) performance evaluations from previous employers, if available.

No cover letter required.

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

SPECIAL NOTE:

Prior to initial appointment, the selected candidate will be subject to a background investigation. Newly hired division employees will undergo a post-hire fingerprint check as final confirmation of identity and background.

BACKGROUND CHECK:

The successful candidate must pass a comprehensive background investigation, which includes a state and FBI fingerprint-based background check.

EDUCATION To verify education being used to meet the required 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 being used to meet the minimum qualifications for a position and are required with each application.

(Unofficial are okay, please ensure that the institution/URL name is listed on the transcripts).

Transcripts can be attached at the time of application, provided at the time of interview, or if/when requested prior to scheduling an interview.

MULTIPLE VACANCIESThis recruitment may be used for more than one (1) vacancy.

The applicant pool acquired during this recruitment may be used for future vacancies for up to ninety (90) days after this recruitment closes.

Interested applicants are encouraged to apply to each recruitment notice to ensure consideration for all vacancies.

SPECIAL INSTRUCTIONS FOR FOREIGN EDUCATIONEducation 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. Omission of required documentation listed will result in an incomplete application and you will not receive further consideration.

WORK EXPERIENCE When using work experience not already documented in your application, please 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.

Work experience needed to meet the minimum qualifications must be documented in the application.

If the application does not support minimum qualifications, the applicant may not advance to the interview and selection phase of the recruitment.

A resume will not be used to determine that minimum qualifications have been met for the position in which you are applying.

If you are currently or previously been appointed to a flexibly staffed position, please ensure your work experience within a flexibly staffed position indicates the actual dates employed at each level.

Ensure your time and any subsequent flex promotion(s) are documented as a separate position.

This is required as there are minimum qualifications that require experience at a particular level in which the lower level may not be considered.

If this information is not accurately reflected in your application this may cause the processing of your application for consideration to be delayed.

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.

The State of Alaska does not provide VISA Employer sponsorships. RECRUITMENT SCOPE This position is open to Alaska Residents only. Please check our residency definition to determine if you qualify.

APPLICATION NOTICEYou 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/ NOTICEQuestions regarding the application process can be directed to the Workplace Alaska hotline at 800-587-0430 (toll free) or (907) 465- 4095.

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.

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 1-800-587-4095 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.

LEGAL EMPLOYMENT
The State’s online recruitment system, Workplace Alaska, requires applicants to certify that they have a legal right to accept employment in the United States. It is the responsibility of the employee to maintain the appropriate documentation to accept or continue legal employment. The State of Alaska does not function in the role as an employer sponsor.

Additional Information

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

For specific information in reference to the position please contact the hiring manager at:

Name: Desiree Berg

Title: Administrative Officer 1
Phone: (907) 465-8463

Fax: (907) 465-2333
Email: desiree.berg@alaska.gov