Administrative Assistant 2 (12-0089)

This position is open to Alaskan Residents only.

Please check our residency definition to determine if you qualify.

WHAT YOU WILL BE DOING:

Under the general direction of the Executive Director, the Administrative Assistant 2 performs broad technical and administrative duties to support effective and efficient operations for the Council on Domestic Violence and Sexual Assault (CDVSA). The overall work will be assistive in nature and will focus on extending the capabilities and efficiencies of professional, managerial, and programmatic positions. Activities will include administrative operations, financial and accounting support, accounts payable, personnel and human resources support, procurement, and purchasing. Activities will support all administrative activities for CDVSA which manages a multimillion-dollar budget funded through federal grants, state funds and interagency receipts.

OUR ORGANIZATION, MISSION, AND CULTURE:

The mission of the Council on Domestic Violence and Sexual Assault, located within the Department of Public Safety, is to promote the prevention of domestic violence and sexual assault through a statewide system of support, safety, intervention, education, and perpetrator accountability and healing.

CDVSA's purpose is to empower Alaska communities to create a future free of domestic and sexual violence.  And, to build a comprehensive, interconnected system of services accessible to all Alaskans that will decrease domestic and sexual violence.  CDVSA's core values are excellence, passion, receptivity, and collaboration.

THE BENEFITS OF JOINING OUR TEAM:

CDVSA is a small, dynamic team of eleven staff plus an 11-member board of directors.  Staff work both as a team, as well as independently to guarantee coordinated and collective outcomes.

 The CDVSA team provides funding, support, training, and technical assistance to 34 community-based non-profit agencies all working to end domestic and sexual violence in Alaska.  Because Alaska ranks number one in intimate partner and interpersonal violence across the country, the work CDVSA does is critically important to improving the health, well-being, safety, and growth of all Alaskans.

Working at CDVSA requires compassion for those we serve and passion for the mission, including an overriding desire to end domestic and sexual violence in Alaska.

THE WORKING CONDITIONS YOU CAN EXPECT:

CDVSA is located in beautiful downtown Juneau, Alaska, with easy access to restaurants, shopping, and the waterfront boardwalk. CDVSA is located in a secure building and the offices are open and welcoming, with space for team interactions, as well as individual space for independent work. The work environment is friendly, supportive, team-oriented, and focused on accomplishing the important work of CDVSA.

CDVSA provides the opportunity, depending on the needs of the office, and the suitability of position and staff, for team members to request a hybrid work schedule combining in-office and telework.   As the impact of the pandemic is changing, CDVSA continues important mitigation and workplace practices to keep staff healthy while working.  As the pandemic continues to change, CDVSA policies will adjust to provide a safe working environment.

Weekly staff meetings are held every Tuesday at 10:00 a.m. to maintain communication, collaboration, and camaraderie

WHO WE ARE LOOKING FOR / DESIRED QUALITIES:

The Administrative Assistant 2 position serves as the primary administrative operations support staff, providing broad and varied service to all CDVSA staff to extend the capabilities and efficiencies of professional, managerial, and programmatic positions. We are looking for someone with critical thinking skills, curiosity about the work, integrity, and a desire to learn and excel every day.

Critical competencies are needed, or the ability to learn, in the functional areas of:

1.Office Administrative Operations: Knowledge of and experience with administrative processes necessary to support the operations of CDVSA, such as staff and non-staff travel, responding to agency calls and outreach, processing invoices for payment and tracking, website management and updates, inventory maintenance, and responding to public information requests.

Ability to work effectively in a fast-paced and deadline-oriented work environment, with clear and effective communication skills both orally and in writing. Strong computer skills, and knowledge of software applications, spreadsheets, and database systems.

2.Financial, Accounting, and Grant Support Services:  Knowledge and experience with financial and accounting processes necessary to support CDVSA financial operations led by the CDVSA Administrative Officer 2. Job skills and experience necessary include processing, coding, and submission of invoices for procurement, RSAs, contracts, and other expenditures; reviewing, processing, and reconciling state credit card transactions; understanding online audit trails, management reports, warrants, vendor and autopay information in IRIS and ALDER, and ability to learn the CDVSA grant management system, GrantVantage.

3.Personnel and Human Resource Coordination: Will be responsible to become the subject matter expert on all aspects of the NEOGOV state recruitment and hiring process to include becoming a certified NEOGOV user.  Develop significant knowledge and understanding of all state personnel, labor relations, and human resources policies, forms, and practices and be able to assist CDVSA staff to complete necessary processes.

4.Procurement and Purchasing:  Ability to receive and maintain Procurement Level 1 and 2 Certification and to solicit, prepare and negotiate the purchase of or contracts for supplies, equipment, and outside services CDVSA needs to carry out their duties.  Stay current on all state policies and practices related to procurement to assist and guide professional staff to obtain what is needed to carry out their jobs.

The Department of Public Safety strives to preserve the peace, enforce the law, prevent and detect crime, and protect life and property.  All positions support or carry out the Department's mission. If our mission interests you and this position embodies your strengths, please consider joining our team.

More information about the Department of Public Safety can be found on our website: http://dps.alaska.gov/

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).

COVER LETTER

Please submit clear, complete, and succinct responses to the required supplemental questions; your responses to these questions will be used to determine who will be selected for an interview.  Responding to the supplemental questions is required and will also be used as an example of your writing proficiency. While you may choose to submit a cover letter, it is not required and does not replace the requirement to respond to the supplemental questions.

AT TIME OF INTERVIEW:

At time of interview, applicants must provide:

• If available, two (2) of your most recent performance evaluations.

• Three (3) professional references, at least one (1) must be from a current supervisor.

• If your state application does not list your full work and education history, please provide a full resume listing education and work experience that provides the skills, knowledge, and experience to carry out the duties of the AA 2 and/or the ability to gain the required competencies over time.

SPECIAL NOTE:

Must receive and maintain State of Alaska Procurement Level 1 and 2 certifications. The AA2 is also required to complete training in NEOGOV, part of the state's online hiring center, to qualify as an HR User.

CONFIDENTIALITY AGREEMENT:

The successful candidate will be required to read, understand, and agree to via signature, an agreement of confidentiality concerning the work commonly encountered within the Department of Public Safety to qualify for this position.

ALASKA PUBLIC SAFETY INFORMATION NETWORK

This position requires the use of the Alaska Public Safety Information Network (APSIN).  A security clearance issued by the Department of Public Safety (DPS) is necessary to use APSIN.  DPS will deny security clearance for any applicant who has been convicted of a felony or misdemeanor in this state or another jurisdiction, or who may be a fugitive from justice. Additionally, a security clearance will be withdrawn if DPS discovers that material information was falsified or omitted at the time of the initial application or security clearance.

BACKGROUND CHECK

This position requires the incumbent to submit to a fingerprint based criminal history background check.  Due to the sensitive nature of this position, and required access to APSIN, an applicant with criminal convictions will not move forward in the selection 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

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.

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.

WORK EXPERIENCE

Applications will be reviewed to determine if minimum qualifications are met.   Therefore, all work experiences the applicant is using to meet minimum qualifications for this position must be documented in the application package.

 Please include the employer's name, your job title, dates of employment, and whether the employment was full or part-time.  Applicants who submit packages that do not provide sufficient information to demonstrate minimum qualifications are met may not advance in the selection process.

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: 

Britten M. Niemi

Administrative Operations Manager 1

britten.niemi@alaska.gov