Administrative Assistant 2 (PCN 114169)

Full Job Description

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

The Alaska Department of Fish and Game, Division of Sport Fish is recruiting

for an Administrative Assistant 2 located in Juneau!

What you will be doing:

Under general direction and as an assistant to Headquarters’ Administrative Officer 2 (AO2) in Juneau, the incumbent provides para-professional level assistance with the processing of multiple day-to-day administrative tasks including personnel, payroll, evaluations, recruitment, budget, accounting, travel, procurement, inventory, and adapting internal processes to meet the needs of the division statewide.

The incumbent provides daily assistance to division staff regarding administrative, personnel, and accounting related functions.

The incumbent of this position provides coverage for the AO2 in that person´s absence, acting with delegated authority as appropriate.

Our organization, mission, and culture:

The Alaska Department of Fish & Game strives for a diverse and inclusive workforce where safety and well-being are paramount, and employees at all levels promote a culture where everyone is valued, treated equitably, and treated respectfully.

The mission of the Division of Sport Fish is to protect, maintain and improve the valuable sport fisheries in Alaska. The administrative unit provides support to the Division’s biologists, researchers, and technicians serving Alaskans and overseeing Alaska’s wide range of sport fisheries.

Benefits of joining our team:

As a part of our team, you will have a crucial role managing a variety of administrative processes and the opportunity to work with an outstanding and diverse group of employees who are dedicated to protecting and maintaining the valuable sport fisheries in Alaska.

The selected candidate will work with various State of Alaska systems including Alaska Data Enterprise Reporting (ALDER), the Online Position Description (OPD), the Statewide Payroll System (IRIS HRM), the Statewide Accounting System (IRIS Financial), and Workplace Alaska; in addition to various Fish & Game programs such as the Timesheet Earnings and Reporting System (TEARS), and the Admin Project System (APS).

The working conditions you can expect:

This position is based at the Alaska Department of Fish & Game headquarters in Juneau.

You will have a private, walled cubicle and play a key role in delivering exceptional customer service to a diverse range of individuals in a professional and friendly manner.

The incumbent will work in a collaborative and supportive environment alongside administrative and accounting staff from headquarters, regional offices, the Division of Administrative Services, and other departmental divisions.

Who we are looking for:

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

Interpersonal Skills and Customer Service: Shows understanding, friendliness, courtesy, tact, and politeness to others; develops and maintains effective relationships with customers (division and department staff as well as vendors).

Assess customers needs, provide information and assistance, resolve their problem, or satisfy their expectations.

Attention to Detail: Sees and pays attention to details; recognizes the competent parts of a procedure or object, and verify correctness or error in an individual part or procedure.

Payroll: As a timekeeper, the incumbent calculates and audits timesheets in compliance with State and Department guidelines, ensuring accuracy for premium pay such as overtime, shift differentials, and meal breaks.

They serve as an IRIS HRM certifying officer, requiring a thorough understanding of payroll processing rules across multiple bargaining units to certify payroll and ensure employees are paid correctly.

This position provides guidance and training on timekeeping systems, assists regional offices both remotely and in person, and acts as the division’s liaison with Payroll Services and the Department of Finance.

Additionally, the incumbent disseminates payroll information, ensures compliance with policies and contracts, and supports staff with payroll-related inquiries and processes.

Accounts Payable: The incumbent manages accounts payable for approximately 80 Sport Fish projects funded by multiple sources, ensuring accuracy and compliance with State fiscal policies and procedures.

Responsibilities include reviewing and approving invoices, purchase requisitions, delivery orders, and other obligation documents for correctness, appropriateness, and proper documentation before forwarding to the Division of Administrative Services for payment.

They monitor monthly APS and ALDER reports, reconcile expenditures, and prepare Agency Journal Entries (AJEs) as needed to correct errors, redistribute costs, or bill other agencies.

Additionally, the incumbent provides financial analysis, forecasts potential over-expenditures, and assists with mid-year audits to maintain fiscal integrity across all projects.

Travel: The incumbent serves as the primary travel arranger for Headquarters staff and Hatcheries, as well as the backup travel arranger for the entire Division of approximately 305 employees.

Responsibilities include maintaining a fiscal-year travel log, compiling historical travel expenditure data, reviewing and approving Travel Authorization forms.

To view the general description and example of duties for an Administrative Assistant 2 please go to the

following link: https://www.governmentjobs.com/careers/Alaska/classspecs

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

REQUIRED DOCUMENTS

If selected, please provide the following at the time of the interview:

A cover letter is NOT required for this position. Your complete application, including supplemental questions, will be used to determine which applicants will advance to the interview phase of the recruitment and selection process.

EDUCATION

To verify education is being used to meet and/or support the required minimum qualifications/competences, 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 used to meet or support the minimum qualifications/competencies for a position and are required.

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

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.

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.

MULTIPLE VACANCIES

This 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.

EEO STATEMENT

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

Individuals with disabilities, who require accommodation, auxiliary aids 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 & ASSISTANCEQuestions 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

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

Twyla Anderson

Administrative Officer 2

907-465-1388

twyla.anderson@alaska.gov