Administrative Assistant 2 (Pcn 060603)

Job Description

This position is open to Alaska Residents only.

Please check our residency definition to determine if you qualify.

Qualified applicants are encouraged to apply!

The Advisory Board on Alcoholism and Drug Abuse (ABADA), Alaska Mental Health Board (AMHB) is recruiting for an Administrative Assistant 2 position in Juneau.

What you will be doing:

Under the general direction of the Executive Director, this position coordinates activities associated with the operation and support of the ABADA and AMHB staff and board members and provides guidance on administrative procedures, rules, regulation, and statutes. This includes direct work with the public; administrative management and support; and day-to-day operations in the areas of personnel management, travel, recruitment, procurement, and other special projects.

Our organization, mission, and culture:

The Advisory Board on Alcoholism and Drug Abuse (ABADA) and the Alaska Mental Health Board (AMHB) are statutorily charged with advising, planning and coordinating behavioral health services and programs funded by the State of Alaska. The Boards are also tasked with evaluating federal and state laws concerning mental health, alcohol, and other drug and substance misuse prevention and treatment services. The joint mission of the advisory boards is to advocate for programs and services that promote healthy, independent, and productive Alaskans.

AMHB/ABADA Values: Mindfulness, Empathy, Integrity, Agility, Collaboration, Commitment.

The benefits of joining our team:

The AMHB/ABADA office is located in downtown Juneau near the Alaska State Capitol Building and is within walking distance to various restaurants, coffee shops, and gift shops. A designated parking pass is included with the hire.

This position is located in Juneau, Alaksa at: 431 N Franklin St Juneau, AK 99801

This position is office-based work in a dynamic environment. This position interacts with the public, including Alaskans with mental health and substance misuse concerns. Our Administrative Assistant 2 is a vital part of our office team. This position may be eligible for a hybrid telework agreement.

Who we are looking for:

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

• Administration and Management: Knowledge of planning, coordination and execution of business functions, resource allocation, and production.

• Principles of Finance: Knowledge of the basic principles, practices and methods of financial management to include requisitions, apportionments, allotments, investments, fiscal management, activity reporting and fiscal year guidelines.

• Recruitment/Placement: Knowledge of HR concepts, principles and practices related to identifying, attracting and selecting individuals and placing them into positions to address changing organizational needs.

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

• Compensation: Knowledge of compensation concepts, principles and practices, including pay and leave administration and compensation flexibilities.

• 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, please go to the following link and search for:

Administrative Assistant 2 : https://www.governmentjobs.com/careers/Alaska/classspecs.

Minimum Qualifications

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.)

Additional Required Information

At time of interview applicant(s) are requested to submit:

• Three (3) professional references whom we may contact by phone, one (1) of whom must be your current or most recent supervisor, if not already provided in the application.

• A copy of academic transcripts (unofficial are okay; please ensure that the institution name/URL is listed on the transcripts) is used to support that you meet the minimum qualification competencies.

• Copies of your two (2) most recent employment performance evaluations, if available.

• A valid and current Alaska's Driver's License is not required but is preferable.

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.

RECRUITMENT SCOPE

This position is open to Alaska Residents only. Please check our residency definition to determine if you qualify.

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 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

Contact Information

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

Name: Stephanie Hopkins, Acting Executive Director

Phone: (907) 465-4667

Email: stephanie.hopkins@alaska.gov

Careers with the State of Alaska offer MANY benefits

The following information describes typical benefits available to employees of the State of Alaska. Actual benefits received may differ by bargaining unit or branch of government, position type, or be prorated for other than full time work.

For a quick breakdown of the insurance, health, and retirement benefits available for State Employees you can view an orientation video from Division of Retirement and Benefits. (Please note this video is specifically designed for new State Employees.)

Insurance Benefits

• Health insurance, which includes employer contributions toward medical/vision/dental

• The following employee groups are under AlaskaCare Benefits administered by the State: See https://drb.alaska.gov/help/plans.html for additional information.

• AVTEC

• Confidential

• Correctional Officers

• Marine Engineers

• Mt. Edgecumbe Teachers

• Supervisory

• Unlicensed Vessel Personnel/Inland Boatman's Union

• Exempt employees (not covered by collective bargaining)

The following employee groups are covered by Union health trusts. Contact the appropriate Union for additional information.

• General Government

• Labor, Trades and Crafts

• Public Safety Employees Association

• Masters, Mates & Pilots

Employer paid Basic Life insurance with additional coverage available (amount depends on Bargaining Unit)

Optional Insurance Benefits

• Group-based insurance premiums for

• Term life (employee, spouse or qualified same sex partner, and dependents)

• Long-term and short-term disability

• Accidental Death and Dismemberment

• Long-term care (self and eligible family members)

• Supplemental Survivor Benefits

Employee-funded flexible spending accounts for tax savings on eligible health care or dependent care expenses

Retirement Benefits

• Membership in the Public Employees Retirement System (PERS)/Teachers' Retirement System (TRS)

• Matching employer contribution into a defined contribution program (new employees)

• Employer contribution into a defined benefit or defined contribution program (current employees)

• Contributions to the Alaska Supplemental Annuity Plan in lieu of contributions to Social Security

• Option to enroll in the Alaska Deferred Compensation Program

• Note: The Defined Contribution Plan, Supplemental Annuity Plan and Deferred Compensation Program offer a variety of investment options

See https://drb.alaska.gov/retiree/ for additional information

Paid Leave & Other Benefits

• Personal leave with an accrual rate increase based on time served

• Eleven paid holidays a year

01

Please describe how you meet the minimum qualifications for this position. In your description please include the years of education and work experience

02

Please describe your experience with NeoGov, On-Line Position Description System (OPD), Human Resource forms including PARF and personnel paperwork.

03

Please describe your experience processing payroll including positive timekeeping, reviewing timesheets for accuracy of the computation of hours worked, correctness of leave codes, and labor distribution profiles (LDP), booking travel and monitoring travel expenditures.

04

Please describe your experience and ability to work effectively in high-stress situations, analyze complex issues accurately, and take prompt, appropriate action.

05

Please describe your experience and skills to work independently with little supervision within a team environment and to communicate effectively both orally and in writing.

Required Question

Agency State of Alaska

Address PO Box 110201

Juneau, Alaska, 99811

Phone (800) 587-0430 (Statewide toll-free number)

(907) 465-4095 (Juneau and out-of-state callers)

Website http://workplace.alaska.gov/