Administrative Assistant 2 (112006)

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 Wildlife Conservation is recruiting for an Administrative Assistant 2 located in Juneau!

What you will be doing:

This position is a vital member of the headquarters team and provides critical support with day-to-day operations to the Headquarters (HQ) office; which includes the Director, deputy director, assistant directors, and other senior staff positions. Additionally, this position supports the entire division of approximately 280 employees, with items related to human resources, payroll, travel, accounting, and procurement. Although not in person, this position is the first point of contact for the public in the Juneau Headquarters office via phone, along with monitoring the headquarter email accounts.  

Our organization, mission, and culture: 

The mission of the Division of Wildlife Conservation is to conserve and enhance Alaska's wildlife and habitats and provide for a wide range of public uses and benefits.

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

Benefits of joining our team: 

Our team is an awesome group of highly motivated, team oriented, and fun professionals who strive to maintain a positive and supportive team environment that fosters professional development, accountability, and service excellence. Our team also enjoys flexible work week and hybrid telework schedules (after a training period) with a strong emphasis on maintaining a healthy work-life balance.

The working conditions you can expect:

This position is located in downtown Juneau at Fish and Game's Headquarters office with plenty of parking, along the beautiful Gastineau Channel and Juneau Sea walk, providing a great area to get outside during breaks and lunches if desired.

• This position requires potential travel once annually depending on where HQ Admin Training is held year to year (Typically no more than 3 days).

Who we are looking for:

We are looking for an individual with the following knowledge, skills, and abilities:

• A candidate with considerable knowledge regarding State of Alaska (SOA) resources, systems, and SOA policies/procedures.
• Ability to answer questions and determine appropriate action relative to incoming messages, calls, or requests from staff and the public while continuously staying organized.
• A candidate who has strong work ethic with reliable attendance, is a team player, is punctual, and has a positive attitude.
• Strong communication skills, both written and oral.
• A broad knowledge of procurement, payroll, personnel, travel, payables and administrative policy and procedures.

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

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).

 REQUIRED DOCUMENTS

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

• Three (3) professional references with current daytime contact information, at least one (1) being a former or current supervisor.
• Copies of your three (3) most recent performance evaluations.

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.

SUPPLEMENTAL QUESTIONS

For your application to be 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.

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.

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.  Omission of required documentation listed will result in an incomplete application and you will not receive further consideration.

WORK EXPERIENCE

If using work experience not already documented in your application, also provide the employer 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 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.

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 & 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 manager:

Emily Nelson

Administrative Officer 1

emily.nelson@alaska.gov