Administrative Assistant 2 (25-3707)

State Of Alaska Juneau , AK 99801

Posted 2 months ago

ATTENTION ALASKA RESIDENTS ONLY!

The Department of Transportation and Public Facilities (DOT&PF) Southcoast Region Support Services is looking for a Administrative Assistant 2 to help usKeep Alaska Moving!

Our organization, mission, and culture:

The Department of Transportation and Public Facilities, Southcoast Region, Support Services Division provides administrative support to the entire region of dedicated professionals who work hard to Keep Alaska Movingthrough service and infrastructure.

The working environment you can expect:

The office, centrally located off Egan Drive between downtown Juneau and the Mendenhall Valley, provides abundant parking, nearby walking trails, and a fast-paced, team-oriented atmosphere. We are seeking applicants who are able to apply good judgment and deal with frequent interruptions while remaining calm, organized and detail orientated. Excellent customer service skills and the ability to work as a member of a team are essential to success in this position.

The benefits of joining our team:

The Support Services Division is an evolving and growing part of the Southcoast Region within Department of Transportation & Public Facilities. Our ideal candidate will thrive on the variety of administrative tasks, be flexible with the ability to quickly shift gears, and enjoy the teamwork that this busy work environment offers.

What you will be doing:

Under general direction of the Administrative Officer II the incumbent provides a wide range of technical level administrative support to Southcoast Region staff. The incumbent is responsible for working in a lead capacity over two positions within Support Services Division. Primary responsibilities will include coordinating day to day work assignments and ensuring work productivity is within established targets as well as identify problems within the administrative workflow and make recommendations to Administrative Officer II for improvements.

Who we are looking for:

Any combination of education and/or experience that provides the applicant with the core competencies of:

  • Excellent written and oral communication skills;

  • Solid working knowledge of Microsoft Word, Excel, and Outlook;

  • Ability to show initiative and demonstrate problem solving skills;

  • Experience in state accounting system;

  • Ability to multi-task with frequent interruptions and changing priorities.

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).

NOTE: PLEASE READ THE FOLLOWING CAREFULLY

THIS RECRUITMENT IS FOR ALASKA RESIDENTS ONLY

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

COVER LETTER

In your cover letter, describe how you meet the minimum qualifications and describe your experience with the 5 above competencies. Your cover letter will be used as a writing example. Applicants are advised to pay particular attention to spelling, punctuation, and grammar.

Applicants invited for an in-person interview will be required to provide the following at the time of interview:

  • List of three (3) professional references.

  • Last two (2) performance evaluations (letter of recommendation from current or former supervisor may be substituted).

For more information about living and loving Juneau please visit the following site:

https://choosejuneau.org/

WORK EXPERIENCE

Applications and resumes will be reviewed to determine if the minimum qualifications are clearly met. If they are not, the applicant may not advance to the interview and selection phase of the recruitment.

EDUCATION

If post-secondary education is required or is used as a substitution to meet the minimum qualifications, it is required to complete the Education section of your Profile. If you have not obtained a degree, please indicate the number of credit hours earned in the Units Completed field. Copies of transcripts will be required at time of interview but may also be attached to the application.

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.

RECRUITMENT NOTICE

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 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.

Workplace AlaskaNOTICE

PLEASE NOTE:If you choose to apply using a hardcopy (paper) application, please follow the instructions on the Workplace Alaska website "How to Apply."

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 'governmentjobs.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.Sara Brown

Phone: 465-4484

Sara.brown@alaska.gov

icon no score

See how you match
to the job

Find your dream job anywhere
with the LiveCareer app.
Mobile App Icon
Download the
LiveCareer app and find
your dream job anywhere
App Store Icon Google Play Icon
lc_ad

Boost your job search productivity with our
free Chrome Extension!

lc_apply_tool GET EXTENSION

Similar Jobs

Want to see jobs matched to your resume? Upload One Now! Remove
OTP Administrative Assistant II

Southeast Alaska Regional Health Consortium

Posted 2 weeks ago

VIEW JOBS 9/28/2021 12:00:00 AM 2021-12-27T00:00 About Us: SEARHC is a non-profit health consortium which serves the health interests of the residents of Southeast Alaska. We see our employees as our strongest assets. It is our priority to further their development and our organization by aiding in their professional advancement. Working at SEARHC is more than a job, it's a fulfilling career. We offer generous benefits, including retirement, paid time off, paid parental leave, health, dental, and vision benefits, life insurance and long and short-term disability, and more. Job Overview: This position functions within the Behavioral Health Division as the front desk receptionist in an integrated outpatient clinic with a mission for serving at-risk populations at the Front Street Clinic in downtown Juneau Alaska . The Administrative Assistant II greets all patients and family members in a professional and courteous manner. Obtains and verifies demographic, financial, and insurance information during the registration process, accepts point of service payments or provides guidance for payment options, and clears the patient for service delivery. Schedules appointments for all disciplines including: Primary Care, Behavioral Health, MAT, Lab and Case Management. This position provides administrative support to clinic staff and management. Position is in an integrated environment with multiple tasks at hand requiring prioritization and prompt attention. Employee is first line of contact for all telephone calls and all patients, families and visitors presenting to clinic. This includes patients in mental health crisis and withdrawals. Position requires ability to work under pressure and stay on track with constant interruptions. This position requires working with a wide variety of patients from all backgrounds, in all life circumstances, including but not limited to: Native & Non-Native, experiencing homelessness, experiencing /history of trauma, diagnosis of severe mental illness and/or substance use disorder, citizens/non-citizens, cruise ship passengers/travelers and insured/uninsured. Position hours are from 5:30 am - 2:30 pm Monday - Friday Responsibilities: * Schedule's patients, answers, prioritizes, and relays accurate call information to appropriate recipient. Greets, electronically registers, and interviews all patients receiving services for current demographic info, sliding scale, third party payer types and obtains necessary insurance authorizations. * Responsible for processing and tracking EHR consults in specific location. Heavy data entry into AK Aims (State Grant reporting system) and EHR to support the interdisciplinary clinic team. Attends AKAIMS training on an ongoing basis as required. * Prepares clinic for the following day by printing schedule, creating, retrieving, and updating charts with current information and makes phone call appointment reminders to patients. * Prepares monthly reports for supervisor, these reports are reviewed by supervisor and submitted appropriate party. Maintains inventories of equipment, supplies and program materials, orders as needed. * Ensures that all demographic and insurance information is communicated and properly enter into the electronic health record to provide prompt and accurate billing. Collect and record patient identification into the Electronic Health Record including driver's license, social security card, or passport. Responsible for coordination of benefits when more than one insurance carrier is presented. Performs insurance eligibility/benefit verification, utilizing payer web access or calling payers directly. Documents information within the patient accounting system through insurance eligibility/benefit verification. Assist in QA of patient's charts ensuring completion of all records to meet state billing regulations. * Knows, understands, incorporates, and demonstrates the Mission, Core Values, and Vision in behaviors, practices, policies, and decisions. * Maintains collaborative, team relationships with peers and colleagues to contribute to the working group's achievement of goals effectively, and to help foster a positive work environment. * Identifies HIPAA compliant Release of Information and provides for the timely release of information. Ensures the receipt of requested medical records for the continuum of care. Protects confidentiality/privacy in verbal, written, and electronic forms of communication or information sharing. * Trains and orients new staff as requested * Raises concerns in appropriate manner and according to policy. Looks for ways to streamline and improve reception process Functions as the point of contact in identifying complex systemic issues and either resolving or escalating to management for resolution. * Appropriately distributes registration paperwork to patients including Patient Information Form, Notice of Privacy Practices and Authorization for Treatment and Promise to Pay (Assignment of Benefits) and records into forms in the Electronic Health Record according to departmental procedures. * Provides primary receptionist services including receiving and directing incoming calls and provide assistance /information to callers. Provides helpful assistance in anticipating and responding to the needs of our patients (i.e., escorting, directing, and answering questions). Takes messages that are clear and concise. Demonstrates exceptional phone etiquette. * Scan medical records and process Release of Information, if appropriate. * Receives and prioritizes calls, faxes, and requests from patients. Routes information to the appropriate recipient in a timely manner. * Assists patients in filling out the HRSA sliding discount application. Reviews application to ensure accuracy and completion. Uploads application according to guidelines and enters information in EHR as necessary. * Distributing donated hygiene items to individuals experiencing homelessness or who are in need. Maintaining inventory and compliance standards for donated items. * Other duties as required and assigned by the supervisor. Qualifications: Education: High School Diploma or GED Experience:1 year office experience, medical office experience preferred Working with individuals experiencing homelessness and/or with Severe Mental Illness, Substance Use Disorder, or Co-Occurring Disorders Knowledge, Skills, and Abilities: Knowledge of: * General office functions, office equipment, and computer applications * Some Knowledge of HIPAA privacy laws Skills in: * Working both independently and part of a team * Organization * Problem Solving * Excellent interpersonal, verbal, and written communication Ability to: * Prioritize work and multi-task in a fast-paced office setting with many interruptions * Critically think and self-start * Willingness to learn * Work with accuracy and detail * Ability to maintain professional and emotional stability and composure during stressful times. * Read and comprehend simple instructions, short correspondence, and memos * Demonstrate time-management, organizational, and customer service skills * Maintain integrity and mission of clinic at all times Southeast Alaska Regional Health Consortium Juneau AK

Administrative Assistant 2 (25-3707)

State Of Alaska