Administrative Assistant 2 (Pcn 021003)

This position is open to Alaskan Residents only.

Please check out the residency definition to determine if you qualify.

This position is currently located in Anchorage. The position may be in Anchorage or Juneau, depending upon the location of the most qualified candidate.

What you will be doing:

Are you climbing the administrative career ladder and are ready for the next rung up? Here's your opportunity! We're a dynamic Administrative Support Team and this position has a wide range of assignments that will give you experience in all administrative functions.

As an Administrative Assistant 2, you will provide a full-range of administrative support, playing a vital role in the workflow of the office, which greatly contributes to our mission of protecting vulnerable Alaskans. You will perform a wide range of tasks including large and small procurement, executive travel, accounts payable and receivables, payroll and personnel, prepare routine responses to inquiries, during Legislative Session will assist in coordinating legislative bill files and monitor hearings, and other various duties.

Our organization, mission, and culture:

The mission of the Division is to provide all eligible Alaskans access to quality Medicaid services. The vision of the Division is to improve quality of health care for all Alaskans and fidiciary oversight for Alaska Medicaid. You contribute by ensuring that the goals and visions of the Division are met by supporting all the team members in their vital endeavors.

The benefits of joining our team:

The State of Alaska has a generous benefits package and an excellent retirement plan. Please see here for more information: https://doa.alaska.gov/dop/workplace/benefits/

We offer challenging and exciting work that has a positive impact on the lives of Alaskans. We are a dynamic, innovative, and fast-paced team.

All team members input is valued, and we are always looking to provide growth and learning opportunities for our team members. We encourage contributions of ideas toward improvements in our operations, and promotional opportunities within the department.

You will work closely with Division leadership and gain administrative skills and knowledge that will be invaluable in any administrative career.

The working environment you can expect:

If selected candidate is located in Juneau: work in vibrant downtown Juneau, within walking distance of shopping, dining, hiking trails, public transit, and the waterfront. You will enjoy mountain views, and share workspace with six other team members, including the Division Director.

If selected candidate is in Anchorage: the workplace is located at 4601 Business Park Boulevard in midtown Anchorage, close to shopping and dining, as well as easy commuting access to the region. Free parking is right outside the office door, and the facility is a secure building with controlled access.

Who we are looking for:

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

Accountability: Holds self and others accountable for measurable high-quality, timely, and cost-effective results.

Determines objectives, sets priorities, and delegates work. Accepts responsibility for own actions and decisions. Complies with established control systems and rules.

Analytical Thinking/Problem Solving: uses a logical, systematic, sequential approach to address problems or opportunities or manage a situation by drawing on one's knowledge and experience base and calling on other references and resources as necessary.

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

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 this job class, please go to the following link and search for Administrative Assistant 2:  https://www.governmentjobs.com/careers/Alaska/classspecs 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 the interview, please provide the following:

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

• A list of three (3) professional references, one of which should be your most recent supervisor, including name, job title, employer, and current phone number(s).

• A copy of your last three (3) performance evaluations or two (2) letters of reference if evaluations are unavailable.

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 LOCATIONS:

The location of this position is currently in Anchorage. The position may be located in Anchorage or Juneau depending upon the location of the most qualified candidate.

Please select the location(s) you are willing to be considered for. There is one (1) vacancy to be filled by the 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.

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 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 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, feel free to contact the hiring manager at:

Martha Hewlett, Administrative Operations Manager 2

Email: martha.hewlett@alaska.gov