Administrative Assistant 2 (090378)

This position is open to Alaska Residents only.

Please check our residency definition to determine if you qualify.

The Department of Military and Veterans Affairs, Division of Homeland Security and Emergency Management is recruiting for an Administrative Assistant 2 position!

This position is in the GGU bargaining unit and paid at range 14.

What You Will Be Doing:

Do you enjoy reviewing the work of others for completeness and checking for errors, directing/leading an administrative team, and overseeing travel and payroll while assisting with general administrative duties?  You could be directing the work of two administrative assistants with the oversight of the Administrative Officer.  You will coordinate audit activities, conduct final timesheet review prior to the administrative team's entry, train the Administrative Assistants when needed and assist the Administrative Officer with general human resources and administrative duties, while being a resource for the division staff in policies and procedures.

Mission and Culture:

Our mission is to lead the way in homeland security and emergency management to foster a prepared, resilient Alaska capable of meeting the needs of its communities and citizens in response to all-hazards events.

Benefits of Joining Our Team:

When you become a part of the DH&EM team, you will work in a dynamic, diverse, highly proficient team that values collaboration and strong working relationships with local communities, intra-agency liaisons, and customers.

Our team offers individuals the ability to utilize all of their professional skills and talents while working in partnership with local communities, inter-agency liaisons, and the Federal Emergency Management Agency to help maintain a resilient and prepared Alaska in addition to directly helping the public as emergencies arise. Our team's work is often time-critical, fast-paced, and constantly changing; this provides various opportunities for personal and professional growth and advancement.

As a State of Alaska employee, you have access to union memberships, health insurance including medical, dental, vision, prescriptions, and retirement benefits along with other optional plans.

The Working Environment You Can Expect:

Your workspace will be located at Joint Base Elmendorf-Richardson (JBER) in the National Guard Armory which provides ample parking, secure building, paved trails for breaktime walking or jogging, an on-site, no-cost, fitness center and on-site café/grill for convenient breakfast and lunch.

To learn more about the Division of Homeland Security and Emergency visit www.ready.alaska.gov.

In the case of a disaster or emergency, work may require periodic, 24-hour on-call duty and travel to remote locations in small aircraft and boats, and may involve exposure to inherently hazardous or potentially dangerous environmental conditions

Who We Are Looking For:

Along with the minimum qualifications, do you possess the following knowledge, skills and abilities?

• Mastery of attention to detail in reviewing critical documents for compliance, auditing traveling, and timesheet review with minimal to zero errors.

• Capable of overseeing the booking and review of 600 to 900 travel trips annually.

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

If you can see yourself in this role, we encourage you to apply!

• NOTE *     SPECIAL NOTICE - JBER (BASE) ACCESS

• NOTE*

The successful applicants must pass a federal background check to qualify for military base access, which is required with this position's work location on base. The background check will include fingerprinting. All job offers are conditional pending successful completion of the federal background check and issuance of a Defense Biometrics Identification System (DBIDS) card allowing base access.

Also, you must be able to maintain the clearance throughout your employment. Using a private vehicle will require a valid Alaska Driver's License, proof of vehicle insurance, and a valid State of Alaska vehicle registration.

State employees are guests on Joint Base Elmendorf-Richardson; clearance and access are not within the State's control.   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).

At the time of interview, these documents are required:

• Last three performance evaluations or three professional letters of reference (not older than one year), if evaluations are not available.

• Three professional references we may contact by phone (must include position titles and one former supervisor).

• Only include transcripts and Degree Certificates if using education to meet minimum requirements.

• Valid Alaska Drivers License

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 must be attached at the time of application, submitted to the contact information below, or provided at the time of interview if you are using education to meet the minimum qualifications. If you cannot attach it to your application, email or fax it to the contact provided in the job posting. 

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 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.

SUPPLEMENTAL QUESTIONS:

For your application to be considered complete and evaluated you must answer the Supplemental Questions. Be specific in your answers and tell us how you acquired the relevant experience.

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

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.

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 1-800-587-0430 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.

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/js_lostpswd.cfm?&topheader=alaska   

Joshua Sassé

Administrative Officer I

 (907) 428-7006

joshua.sasse@alaska.gov