Administrative Assistant 2 (Pcn 03-N22002)

What You Will Be Doing

This is a long term non-permanent position that will oversee the physical records management cleanup project for the entire Criminal Division.

You will be assisting other offices in case file cleanup and ensuring that all staff follow appropriate policies and procedures for proper records management from case opening to case archiving or destruction.

Mission and Culture

The Department of Law Criminal Division's mission is to seek justice, promote public safety and public respect for government through prompt, effective, and compassionate prosecution of cases in a matter that advocates for the interests of the victims, respects the law enforcement agencies, responsibly stewards public resources, and holds offenders accountable while at the same time protecting the constitutional and legal rights of the accused.

Benefits of Joining Our Team

You will have the opportunity to see the important work performed by the division and travel to many of the district attorney offices located around the state.

The Working Environment You Can Expect

This position is located in the Brady Building in downtown Anchorage but will be traveling throughout the state assisting offices with archiving physical records. This is a 30hr/wk position during the business hours of, Monday through Friday, 8:00am - 4:30pm.

Who We Are Looking For

We are looking for an energetic and organized individual with strong computer skills and the ability to adapt to changing priorities. Legal experience is a plus, but is not required. You must be able to maintain a strict standard of confidentiality, show critical attention to detail, work well independantly and have a high level of professional customer service skills.

The incumbent of this position will be required to obtain APSIN access.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

This recruitment is open to Alaska Residents only. Applicants must meet Alaska Residency Requirements to be considered for employment at this time.

Background Check

The successful candidates must pass a comprehensive background investigation, which includes a criminal history check.

At the time of application, the applicant must attach as individual documents the following items (If unable to attach documents, please fax or email the contact listed below):

• List of three (3) professional references to include daytime telephone number and email address. One must be a current or former supervisor.

• Last two (2) performance evaluations. If unavailable, supervisory letter for reference can be substituted.

• A copy of academic transcripts (unofficial are okay, please ensure that the institution name/URL is listed on the transcripts) to verify that you meet the minimum qualifications.

Special Notices

The Alaska Public Safety Information Network (APSIN) is utilized in this position.  A background check and fingerprinting will be required.

Members of the Criminal Division are held to high standards of professionalism even in our personal lives. The incumbent must maintain the strictest of confidences with information they will be exposed to and have access to.

Applicants should be aware that due to the nature of the work being performed in this office, the incumbent must have the ability to tolerate some exposure to graphic pictures, coarse language, and detailed descriptions of sometimes horrific criminal acts.

Application Notice

You can ONLY apply for this position through the Workplace Alaska website or via a 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" page. Your application must be submitted by 5:00 p.m. Alaska Standard Time on the closing date.

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.

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.

Education

If post-secondary education is required to meet the minimum qualifications, 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 if used to meet the minimum qualifications for a position. Transcripts can be attached at the time of application or provided at the time of the interview.

Special Instructions for Foreign Education

Education completed in foreign colleges or universities may be used to meet the minimum qualifications listed above. 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. post-secondary institution 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 post-secondary institution. 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, job title, employment dates, and whether full or part-time. Applications will be reviewed to determine if the responses are supported and if minimum qualifications are clearly met. If they are not, the applicant may not advance to the recruitment interview and selection phase.

Note: Attaching a resume is not an alternative to filling out the application in its entirety. Noting, "see resume" or any similar response on any portion of your application may lead to a determination that your application is incomplete and removal from consideration for this job posting.

Bargaining Unit

If you are a current state employee, please mark the union you are a member of at the time of application. If you are not a current state employee, do not complete this question.

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 465-4095 in Juneau or (907) 465-3412 (TTY) 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 in the Juneau area. Requests for information may also be emailed to recruitment.services@alaska.gov.

For applicant password assistance, please visit the reset password page.

For specific information about this position, please contact the hiring manager at the following:

Britt Pederson

Administrative Operations Manager

britt.pederson@alaska.gov