Administrative Assistant 3 (12-1422)

This position is open to Alaskan Residents only.

Please check our residency definition to determine if you qualify.

WHAT YOU WILL BE DOING:

This position provides the primary administrative support to the Village Public Safety division. This position performs administrative activities and provides general guidance on administrative procedures, rules, regulations and statutes to meet the functions of the division. This position works directly with representatives from the agencies that operate grants authorized under AS 18.65.670 for Village Public Safety Officer (VPSO) programs on financial and administrative activities of the programs.

OUR ORGANIZATION, MISSION, AND CULTURE:

The mission of the Department of Public Safety is to protect and serve the public with the highest standard of conduct and professionalism; to ensure a safe, secure environment for the citizens of the state of Alaska. This position performs administrative and grant support activities of the division:

Provide administrative and personnel support including payroll, accounting, purchasing, and property records management for the division.

Review and monitor VPSO grantee reporting, tracking expenditures, provide analysis and recommendations to the statewide program coordinator.

Administer, distribute, collect and compile the VPSO grant applications, program activities and financial records.

Participate in site visits with the regional VPSO grantees; reviews and provides analysis on expenditures.

Administrator the division state single source audit program by maintaining records, correspondence and audit log for the VPSO programs.

Prepare current and historical expense and program activity reports, provides recommendations for future program budgets.

THE BENEFITS OF JOINING OUR TEAM:

Join our team and become part of a professional and effective division! As a key member of the division leadership team, you will handle a full range of administrative duties, with many opportunities to hone your skills and build your knowledge and competencies in new areas.

This position has frequent opportunities to have a significant and meaningful role in affecting public safety in rural Alaska. Along with the full benefit package provided by the State of Alaska, including health insurance and retirement, you will receive the benefit of on the job training.

THE WORKING CONDITIONS YOU CAN EXPECT:

The VPSO division office is on the top floor of the Department of Public Safety headquarters building located at the corner of Boniface Boulevard and Tudor Road in Anchorage. The location has a view of the Chugach mountains and easy access to bike and walking trails. The DPS HQ environment is supportive, professional and friendly.

WHO WE ARE LOOKING FOR:

• Ability to meet and communicate tactfully with others in person, on email or over the phone, including VPSO working in remote communities, program grantees and members of the public;

• Ability to organize, set priorities and coordinate a variety of administrative, programmatic and financial functions;

• Ability to communicate instructions to others on policies, regulations and statutes, and apply these to specific situations;

• Ability to use common office equipment and standard computer software with an emphasis on word processing, data entry and spreadsheet applications;

• Prior or current State of Alaska experience is a plus.

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/

One year of experience performing journey-level technical duties in one or more administrative functional areas such as human resources, accounting, administration, and procurement. This experience includes work such as Administrative Assistant 2, Accounting Technician 2, Human Resource Technician 2, and similar classes with the State of Alaska or the equivalent with another employer.

OR

Two years of post-secondary education from an accredited college (32 semester hours or 48 quarter hours equals 1 year).

OR

Two years 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

Two years of any combination of post-secondary education, vocational education, and/or entry-level technical experience in one or more administrative functional areas such as human resources, accounting, administration, and procurement. (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.) The required 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.

Special Note:

Examples of journey-level technical duties include:

• Calculating or auditing timesheets, including a variety of standard premium pays such as overtime, shift differentials, hazard, recall, and standby; reviewing and correcting calculations and coding completed by other staff; coordinating the notification of employees and supervisors of entitlements and obligations.

• Determining which of several accounts, journals, and ledgers are affected by a transaction and certifying entry or adjustment; and reconciling subsidiary account balance with control ledgers--for example, encumbrance, accounts receivable balance, project balance, and authorized balance.

• Purchasing supplies, materials, and equipment through vendors on the open market, contract awards and/or other standard forms of purchasing; preparing and processing documents in the receipt, issuing, and transferring of goods; expediting the flow of goods from vendor to user.

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.

COVER LETTER

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.

CLASSIFICATION NOTICE:

This Position Description is currently being reviewed by the Division of Personnel & Labor Relations, Classification Section.  Depending on the outcome of the allocation, this recruitment pool may or may not be utilized to fill this vacancy. In addition, this position is currently undergoing review and therefore both the title and pay range currently assigned may be subject to change upon the final allocation.

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.

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.

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:

Dianna Thornton

Program Coordinator 2

Phone: 907-334-2246