Administrative Assistant 2 (Pcn 20-4434)

The Department of Corrections, Division of Pretrial, Probation and Parole, is recruiting for an Administrative Assistant 2 position located in Juneau, Alaska.

Watch Alaska DOC's video here:

DOC Extended Cut.mp4 (vimeo.com)

Watch Alaska DOC's Division of Pretrial, Probation, & Parole video here:

DP3_30 sec.mp4 (vimeo.com)

What you will be doing:

The Administrative Assistant for the Division of Pretrial, Probation & Parole's Director's Office, provides a variety of paraprofessional work in support of commissioned peace officers and assists in administrative duties in support of maintaining a functioning division.

Our organization, mission and culture:

The Alaska Department of Corrections, Division of Pretrial, Probation & Parole, strives to help provide positive change in every town, village, and neighborhood in Alaska by enhancing public safety, assisting the court with fair administration of justice for victims and defendants, and by providing quality supervision that holds defendant's accountable, while connecting them to community partners and resources that can provide an individual the tools for long-term change and success. You will help in the administration of various levels of support for the division.

The benefits of joining our team:

By joining the Pretrial, Probation & Parole's Director's office you will be an integral team member in supporting our division. The Department of Corrections offers flexible work week schedules, paid time off and many opportunities for advancement.

The working environment you can expect:

The Pretrial, Probation & Parole's Director's Office is a fast paced office that lends support to the staff and community members from across the State of Alaska. You will be interacting regularly with staff, defendants, offenders, and community members while collecting information and relaying to the appropriate channels.

Who we are looking for:

The ideal candidate will possess the following strengths, skills, and abilities:

• Experience reading and comprehending State statutes, regulations, and procedures and applying them to specific situations

• Strong written, verbal, and detail-oriented communication skills with the ability to communicate complex information

• The ability to compile information and compose documents without errors

• The ability to work independently with minimal supervision while remaining self-motivated

• Proficiency using the Microsoft Office Suite Programs (Outlook, Word, Excel and PowerPoint)

• Driver's License preferred for this position.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

Applicants are required to either attach to their application or provide at time of interview the following:

• 3 most recent employee evaluations

• 3 professional references

• Cover letter

COVER LETTER

Please use the cover letter to highlight your knowledge, skills and abilities as they pertain to the bulleted points.

• in the "who we are looking for" section of the job description, please give specific examples to demonstrate your experience and/or education.

• Please attach the cover letter to your application before submitting it online, or if you are unable to attach your application, please provide it at the time of the interview with the required information listed in the posting.

• Your cover letter will be used to help determine which applicants will advance to the interview phase of the recruitment and selection process.

PREA NOTIFICATION

The Department of Corrections follows and maintains federal and state requirements standards including, but not limited to, Prison Rape Elimination Act (PREA) standards which apply to all public and private institutions that house adult or juvenile offenders. PREA standards preclude the department from hiring or promoting anyone who has engaged in, or been convicted of any conduct which would violate PREA standards related to sexual assault including:

• Sexual abuse in a prison, jail, lockup, community confinement facility, juvenile facility, or other institution;

• Convicted of engaging or attempting to engage in sexual activity in the community facilitated by force, overt or implied threats of force, or coercion, or if the victim did not consent or was unable to consent or refuse; or

• Has been civilly or administratively adjudicated to have engaged in the activity described above.

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 interview, at the discretion of the hiring manager.

SPECIAL INSTRUCTIONS FOR FOREIGN EDUCATION

Education completed in foreign colleges, universities, or high schools 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 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 or high school.  It is your responsibility to provide such evidence when applying.

WORK EXPERIENCE

If using work experience in your Applicant Profile, you must also provide the employer name, your job title, dates of employment and whether full or part-time. Applicant Profiles 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.

CRIMINAL HISTORY CHECKS/APSIN/ACOMS

Please be aware - this position requires the use of the Alaska Public Safety Information Network (APSIN)/Alaska Corrections Offender Management System (ACOMS).  A security clearance issued by the Department of Public Safety (DPS) is necessary to use APSIN/ACOMS.  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, security clearance will be withdrawn if DPS discovers that material information was falsified or omitted at the time of the initial application for security clearance.

FINGERPRINT NOTICE

All Department of Corrections employees are required to be fingerprinted. The successful candidate must pass a criminal history check.

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 successfully apply. 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 located 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 1-800-587-0430 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.

Nick Lemrise

Administrative Officer 2

Phone: (907) 465-1013

nick.lemrise@alaska.gov