Administrative Assistant 1 (Pcn 061645)

This position is open to Alaskan Residents only.

Please check out residency definition to determine if you qualify.

What you will be doing:

As the Administrative Assistant 1  within the Section of Women's, Children's & Family Health (WCFH), you will support multiple programs associated with the Perinatal and Early Childhood Unit including Children and Youth with Special Health Care Needs (CYSHCN) with an emphasis on Pediatric Specialty Clinics (neurodevelopmental and metabolic). You will be responsible for supporting various administrative tasks such as procurement, travel arrangements, financial tracking, meeting minutes, large mail-outs, and providing technical and administrative support to other WCFH staff and programs upon request.

Our organization, mission, and culture:

The State of Alaska Division of Public Health's vision is healthy and resilient Alaskans today and tomorrow. Our guiding principles include service, health equity, integrity, excellence, leadership, and dedication. By assisting in the administrative support of the multiple programs focusing on maternal and child health, we are working to build a better system to support young children and their families.

The benefits of joining our team:

The Division of Public Health is devoted to developing and sustaining a quality workforce by developing staff and encouraging career advancement within the agency. We foster growth and learning, believing you can begin your career in an entry-level position and work through the ranks and into our division's Policy, Administrative, and Leadership team. We provide a competitive benefits package, health/dental/vision insurance benefits, an option for a hybrid work schedule, paid leave accrual, and 11 paid holidays.

The working environment you can expect:

You will work with other well-trained staff who support our agency's mission and values in an environment of mutual respect and trust. Management believes the staff is the agency's most valuable resource and encourages all staff to participate in decisions affecting their work.

This position is located in the Frontier Building in midtown Anchorage, featuring panoramic views of downtown Anchorage with Susitna and the Alaska Mountain Range in the background. The 7.5-hour days can be flexibly scheduled (typically between 7 am and 6 pm).

Who we are looking for:

To be successful in the position the candidate will need the following core competencies:

• 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.

• Oral and Written Communication: Expresses information (for example, ideas or facts) to individuals or groups effectively, taking into account the audience and nature of the information (for example, technical, sensitive, controversial); makes clear and convincing oral and written presentations; listens to others, attends to nonverbal cues, and responds appropriately.

• Interpersonal Skills: Shows understanding, friendliness, courtesy, tact, empathy, concern, and politeness to others; develops and maintains effective relationships with others; may include effectively dealing with individuals who are difficult, hostile, or distressed; relates well to people from varied backgrounds and different situations; is sensitive to cultural diversity, race, gender, disabilities, and other individual differences.

• Stress Tolerance: Deals calmly and effectively with high stress situations (for example, tight deadlines, hostile individuals, emergency situations, dangerous situations).

• Reasoning: Identifies rules, principles, or relationships that explain facts, data, or other information; analyzes information and makes correct inferences or draws accurate conclusions.

Special Note: 

• A valid Driver`s License is required.

• May be asked to have voluntary current TB testing in compliance with State guidelines or as required by healthcare facilities where the Section leases clinic space.

• May be asked to have voluntary COVID-19 or influenza vaccinations to access certain healthcare facilities.

• May be asked to pass a voluntary background check to access certain healthcare facilities.

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.

To view the general description and example of duties for the position please go to the following link: https://www.governmentjobs.com/careers/Alaska/classspecsSix months of advanced 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

Six months 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 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).At the time of the interview please provide the following:

• Three (3) professional references we may contact by phone, one (1) of which must be a current or former supervisor.

• Current performance evaluation, if available.

• A copy of academic transcripts (unofficial are okay; please ensure that the institution name/URL is listed on the transcripts) is used to verify that you meet the minimum qualifications.

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

SUPPLEMENTAL QUESTIONS

For your application to be evaluated, you must answer the Supplemental Questions.  Be specific in your answers and describe how you acquired the relevant experience.

Please use complete sentences and proofread your submissions when answering the supplemental questions. Your responses will be considered a writing sample and used to determine which applicants will advance to the interview phase of the recruitment process.

EDUCATION

To verify education is being used to meet and/or support the required minimum qualifications/competencies, 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 with each application. (Unofficial is okay; please ensure the institution/URL name is listed on the transcripts). Transcripts can be attached at the time of application or provided at the time of interview; if not, transcripts will be required before employment.

SPECIAL INSTRUCTIONS FOR FOREIGN EDUCATION

If education is completed in a foreign college or university, it 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 the 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. The omission of the 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, employment dates, and whether you were working full-time or part-time. Applications will be reviewed to determine if the responses are supported and if minimum qualifications are 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 to which you are applying.

If you have 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 minimum qualifications 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. 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.

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.

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 apply successfully. 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/

NOTICE

Questions 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.

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 managers at:

Name/Title:  Emily Urlacher, Health Program Manager 3

Phone: (907) 764-3446

Email: Emily.urlacher@alaska.gov