Administrative Assistant 2 (Pcn 25-N24085)

ATTENTION ALASKA RESIDENTS ONLY!

The Department of Transportation and Public Facilities (DOT&PF) Division of Facilities Services is looking for an Administrative Assistant II to help us

Keep Alaska Moving!

What you will be doing:

Under the general direction of the Administrative Officer, this position performs journey-level work in an assistive role that requires substantial knowledge and coordination of multiple processes and procedures by applying established policies and guidelines. This position performs administrative processes in the areas of accounting and financial management, procurement/purchasing, personnel management, and office functions in the assigned area of the Division of Facilities Services including but not limited to processing a high volume of purchase cards (P-Card) transactions, researching and gathering information regarding financial transactions, payment history, invoices, and expenses, procuring all supplies and equipment for the Hub, processing personnel paperwork, arranging a multitude of travel, and other duties as assigned.

Our organization, mission, and culture:

DOT&PF is mission-focused with an organizational atmosphere that delivers performance-based results, excellence, integrity, teamwork, and services that benefit the public. Division of Facilities Services delivers, improves, and maintains safe and reliable facilities across Alaska.

We strive to be the premier facilities service provider for Alaskans.  We achieve shared goals through strategic collaboration, planning, and continuous improvement.  We leverage experience, technology, and industry best practices to optimize our facilities and make evidence-based decisions.

The benefits of joining our team:

This position is part of a productive team that is highly valued, has opportunities for personal and professional career growth, and possesses the ability to make a positive impact in all facilities across Alaska.  This position offers great health, retirement, and leave benefits.

The future incumbent in this position will have an opportunity to further develop skills and build knowledge and competencies in the financial and administrative arena.

The working environment you can expect:

This position is located on the first floor of the Facilities Services building at 141 Willoughby Avenue in Juneau with parking on site, and access to mostly everything you need from shopping, restaurants, hiking trails, and more. We are a fast-paced, team-oriented atmosphere and provide a diverse and flexible work environment where creative problem-solving and open minds are encouraged.

This work is primarily performed in an office setting. A hybrid telework schedule is available for those who qualify.

Who we are looking for

To be successful in this position, the selected applicant will possess the following core competencies:

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

• Oral 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 presentations; listens to others, attends to nonverbal cues, and responds appropriately.

• Problem Solving: Identifies and analyzes problems; weighs relevance and accuracy of information; generates and evaluates alternative solutions; makes recommendations.

To view the general description and example of duties for positions please go to the following link: 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 interview, applicants are requested to submit (if not already attached to your application): 

• Copies of your two (2) most current employment performance evaluations, if available. Letters of reference may substitute for performance evaluations if unavailable.

• Name and current contact information for two (2) professional references and one (1) personal reference. Please include name, daytime phone number, and, if available, their email address.

ALASKA RESIDENTS ONLY

Please be sure to check our residency definition to determine if you qualify.

SUPPLEMENTAL QUESTIONS

This recruitment utilizes a supplemental questionnaire as part of the application process. These questions may be a mix of written, multiple-choice, and select all that apply questions.

The answers you provide to the questions will be an opportunity for you to tell us about your experience and/or education. The answers will be used to determine which applicants will advance to the interview phase of the recruitment and selection process; please be as thorough and accurate as you can.

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

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 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.

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.

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.

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

Name: Anne Nowak

Title: DFS Administrative Officer

Phone: (907) 907-632-9286

Email: Anna.Nowak@alaska.gov