Administrative Assistant 2 (Pcn 07-5315)

ATTENTION ALASKA RESIDENTS!

Are you looking for an opportunity where your daily activities are focused on supporting a diverse team of professionals and customers?

Do you enjoy being the go-to person at work?

Would you like the opportunity to make a difference every day?

The Department of Labor and Workforce Development, Division of Employment and Training Services, is recruiting for an

Administrative Assistant 2 located in Fairbanks!

No Cover Letter Required!

This position is in the General Government Unit (GGU) at a Range 14.

What You Will Be Doing:

This Administrative Assistant 2 position in Fairbanks is a crucial member of the Division of Employment and Training Services (DETS) team, providing support for the operation of 14 Job Centers across the state of Alaska. Duties include processing HR paperwork, procurement, time sheet entry, coding, processing, and reconciling financial transactions, travel arrangements, and other types of general administrative support.

If you have high-level organizational skills and a can-do attitude, and you enjoy working in a fast-paced environment with a wide variety of work tasks and responsibilities, we would love to meet you!

Our Organization, Mission and Culture:

Our mission is to provide labor exchange, employment and training services, and unemployment insurance to Alaskans and Alaska businesses to advance opportunities for employment and provide economic stability for communities in Alaska. The Fairbanks Job Center team is a dynamic professional staff with diverse roles, expertise, and are cross-trained to work together to develop a successful workforce. Our core values are Integrity, Teamwork, Respect, Customer Service, Communication, Excellence, Training, and Creativity.

The Benefits of Joining Our Team:

This position is the backbone of the organization and provides vital support to staff and customers in the job centers. Your training will include on-the-job learning, as well as formal training via online video modules, monthly Statewide Admin Team meetings and ongoing webinar opportunities.

The work week for this position is 37.5 hours. The State of Alaska offers 11 paid holidays per year in addition to generous paid leave accrual, a comprehensive health benefits package, and a competitive retirement plan. After the successful completion of probation, you may be eligible for and Alternative Work Week schedule offering every other Monday or Friday off.

The Working Environment You Can Expect:

This uniquely rewarding position is located in the heart of downtown Fairbanks at the Fairbanks Job Center. Our building has plenty of free, covered parking with plug-ins, and is adjacent to the Veteran's Memorial Park.

There is a small grocery store and multiple restaurants within walking distance, so getting out of the office for lunch or a short break is very convenient and time efficient. The daily work environment is full of variety, with ever-changing priorities and assignments. We have strong core values with a solid commitment to our work, and we recognize that everyone has a specialized skill set that brings value to the team. This position is customer-service driven and involves extensive contact with staff and customers via phone, email, video, and face-to-face.

Who We Are Looking For:

To be successful in the position, a candidate will need the following core competencies:

• Clerical & Computer Skills: Knowledge of filing, typing, entering data, maintaining records, and using and completing forms. Uses computers, software applications, databases, and automated systems to accomplish work.

• Manages and Organizes Information: Identifies a need; gathers, organizes, and maintains information; determines its importance and accuracy; and communicates it by various methods.

• Self-Management: Sets well-defined and realistic personal goals; displays a high level of initiative, effort, and commitment towards completing assignments in a timely manner; works with minimal supervision; is motivated to achieve; demonstrates responsible behavior.

• Interpersonal Skills: Treat others courteously, sensitively, and respectfully.  Considers and responds appropriately to the needs and feelings of different people in different situations.

• Adaptability: Adjusts planned work by gathering relevant information and applying critical thinking to address multiple demands and competing priorities in a changing environment.

If this sounds like your skill set, please submit your complete application through Workplace Alaska!

Special Note:

We would like to encourage all applicants to contact the Fairbanks Job Center at (907) 451-5901 for assistance with your application. If you are a veteran, please contact Shelly Lutrell at (907) 451-5296.

To view the general description and example of duties for the position, please go to the following link:

https://www.governmentjobs.com/careers/Alaska/classspecs

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).

PLEASE READ THE FOLLOWING INSTRUCTIONS & INFORMATION CAREFULLY

THIS RECRUITMENT IS FOR ALASKA RESIDENTS ONLY

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

SUPPLEMENTAL QUESTIONS

Applicants must demonstrate their skill and/or experience in their responses to the supplemental questions. Please make sure to answer the supplemental questions as thoroughly as possible.

Your responses must be supported by your application. Please see the "QUESTIONS" tab at the top of this bulletin to preview the supplemental questions.

DOCUMENTS REQUIRED AT THE TIME OF INTERVIEW

• A list of three (3) professional references, one of which should be your most recent supervisor, including name, job title, employer, email address, and current phone number(s).
• A copy of your last performance evaluations, or two (2) current letters of reference.

LEGAL EMPLOYMENT

The State's online recruitment system, Workplace Alaska, requires applicants to certify that they have a legal right to accept employment in the United States. It is the responsibility of the employee to maintain the appropriate documentation to accept or continue legal employment. The State of Alaska does not function in the role as an employer sponsor.

APPLICATION NOTICE

You can ONLY apply for this position through Workplace Alaska website or via hardcopy (paper) 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" page.

Omission of any required documentation listed will result in an incomplete application and you will not receive further consideration. If you're experiencing problems attaching to your application, or if you simply had forgotten, you may email it to the contact provided below before 5:00 pm of the closing date. Any documents submitted after the posting has closed will not be considered.

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 must be attached at the time of application or submitted to the contact information below prior to the close of recruitment. If you're unable to attach to your application, email it to the contact provided in the job posting. If email is not an option, please call the contact person to obtain a fax number.

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.

WORK EXPERIENCE

If using work experience not already documented in your application, also provide the employer name, your job title, dates of employment, whether full-or part-time. Applications 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.

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, you must mark that it does not apply to you.

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.

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.

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/js_lostpswd.cfm?&topheader=alaska

Missy Lizotte

Regional Manager, Northern/Interior/Southwest Regions

Phone: 907-451-2891

missy.lizotte@alaska.gov