The Department of Administration's Shared Services of Alaska (formerly General Services) is recruiting for an Administrative Assistant I position in our Anchorage office.
This position is full-time permanent, and offers a wide variety of duties in the Administrative Support field.The work performed by this position is important and challenging.
We are seeking applicants who demonstrate initiative, have good interpersonal skills, enjoy a dynamic work environment, and are strongly committed to providing excellent customer service to the public and co-workers.Duties and responsibilities of the position include but are not limited to:Provides front desk support and assists individuals arriving for Shared Services' Leasing section, the Commissioner's office, Training and Development, EEO, and the Office of Administrative Hearings;Acts as the primary contact for processing of daily keycard access requests;Maintains the PCSC security system including audits, troubleshooting, reporting functions, and revision of associated forms and maps;Reviews and adds contract documentation to the Facilities Contract Library for encumbrance;Drafts, routes, and processes Architectural and Engineering Work Orders and Change Orders;Provides support for the Atwood Conference Center, to include coordinating and scheduling requests received within the ACC inbox;Posts Leasing and Facilities contract related documentation to the Online Public Notice system;Copies, scans, and distributes correspondence and prepares lease solicitation documents and lease contractual documents for distribution to interested vendors, accounting, and file;Maintains Leasing and Facilities updates for the web;Maintains tracking logs for incoming and outgoing mailed documents, archived documents, and inventory;Gathers/compiles data and prepares reports on various topics for the section;Maintains the section's physical reading files, batch files, and invoice files;Maintains electronic libraries, performs archiving and destruction of records in accordance with Records Retention.We are looking to hire someone with the following demonstrated knowledge, skills, and abilities:Ability to create, maintain, and edit complex documents and data using strong computer skills with the Microsoft Word, Excel, Outlook, and Adobe Professional;Thorough understanding of administrative functions, including but not limited to; accurate data entry, drafting and formatting of language for professional documentation, electronic and physical filing, and coding of invoices;Strong time management skills to support completion of a heavy workload;Ability to maintain strict confidentiality when dealing with sensitive information;Consistent punctuality to ensure security access requests and related responsibilities are handled and processed timely;Excellent attention to detail and organizational skills;Ability to read and interpret statutes, regulations, policies, and procedures;Skill in utilizing available resources and performing research to gain insight and knowledge to complete assignments;Effective oral and written communication skills;Ability to work independently or collaboratively in a team setting on assignments and special projects;Willingness take initiative, exercise sound judgment, and follow directions with minimal supervision;Ability to achieve long and short-term goals with consistency;Flexibility to be adaptable to changing priorities while maintaining a positive attitude; and
Ability to multitask with frequent interruptions while remaining calm, focused, and professional in a busy working environment.Shared Services of Alaska is an exciting place to work!
Our Division encourages career growth through training and mentoring offered throughout the employment relationship.
As a Division, we seek to offer a diverse work environment where creative problem solving and open minds are encouraged.
We offer flexibility and the opportunity for our employees' strengths to be fully developed.
If this sounds like the job for you, we encourage you to apply!
Minimum Qualifications Six months of advanced clerical experience.
This experience includes work such as Office Assistant II, Accounting Clerk, and similar classes with the State of Alaska or the equivalent with another employer.ORSix months 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 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). Additional Required Information INFORMATION REGARDING YOUR APPLICATIONHIRING RESTRICTION EXEMPTIONThis individual position is EXEMPT from the hiring restriction.
Qualified applicants are encouraged to apply.COVER LETTER REQUIREMENTSA cover letter is required for this position.
The cover letter should be in a standard business format and should highlight your knowledge, skills, abilities, and experience as they pertain to the demonstratedknowledge, skills, and abilitieslisted in the job description above.Your complete applicant package, including cover letter, will be used to determine which applicants will advance to the interview phase of the recruitment and selection process.Your cover letter will be considered a writing sample.If you do not provide a cover letter as required, your application packagewill be determined to be incomplete and will not advance to the next phase of the recruitment and selection process.ATTACHMENTSPlease attach the required documents to your application before submitting it online or, if unable to attach to your application, submit your application online and faxthem to the contact number provided in the job posting.INTERVIEWApplicants invited for an interview will be required to provide the following at the time of interview:List of three (3) professional references including current daytime phone numbers.Copies of your three (3) most recent performance evaluations orthree (3) letters of reference.College transcripts (if using education to meet the minimum qualifications). These can also be attached to your application at the time of submission.RESIDENT REQUIREMENTThis position is open to Alaska Residents only.
Please check our residency definition to determine if you qualify.EDUCATIONIf post-secondary education is required to meet the minimum qualifications, you must fill in the Education and Training section of the Applicant Profile.
If you have not obtained a degree, please indicate the number of credit hours earned in the Degrees Obtained field.
Copies of transcripts will be required at the time of interview.SPECIAL INSTRUCTIONS FOR FOREIGN EDUCATIONEducation 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 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 EXPERIENCEIf using work experience not already documented in your application, also provide the employer name, your job title, dates of employment, and 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.MULTIPLE VACANCIESThis 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.WORKPLACE ALASKA APPLICATION QUESTIONS & ASSISTANCEQuestions regarding application submission (including account creation) or system operation errors should be directed to the Workplace Alaska hotline at (toll free) or if you are located in the Juneau area.
Requests for information may also be emailed to applicant password assistance please visit: specific information in reference to the position, please contact the hiring manager listed in the Contact Information section below.EEO STATEMENTThe 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 to apply for this position, please call or 465-4095 in Juneau or (TTY) or correspond with the Division of Personnel & Labor Relations at P.
Box 110201, Juneau, AK 99811-0201.
The State of Alaska is an equal opportunity employer.
Contact Information Contact Information (Required):Name: Katie SpearsPhone # (907) 269-0038Fax # (907) 269-0308Email: Careers with the State of Alaska offer MANY benefits
The following information describes typical benefits available to employees of the State of Alaska.
Actual benefits received may differ by bargaining unit or branch of government, position type, or be prorated for other than full time work.For a quick breakdown of the insurance, health, and retirement benefits available for State Employees you can view an orientation video from Division of Retirement and Benefits.
(Please note this video is specifically designed for new State Employees.)Insurance BenefitsHealth insurance, which includes employer contributions toward medical/vision/dentalThe following employee groups are under AlaskaCare Benefits administered by the State: See for additional information.AVTECConfidentialCorrectional OfficersMarine EngineersMt.
Edgecumbe TeachersSupervisoryUnlicensed Vessel Personnel/Inland Boatman's UnionExempt employees (not covered by collective bargaining)The following employee groups are covered by Union health trusts.
Contact the appropriate Union for additional information.General GovernmentLabor, Trades and CraftsPublic Safety Employees AssociationMasters, Mates & PilotsEmployer paid Basic Life insurance with additional coverage available (amount depends on Bargaining Unit)Optional Insurance BenefitsGroup-based insurance premiums for
Term life (employee, spouse or qualified same sex partner, and dependents)Long-term and short-term disability
Accidental Death and DismembermentLong-term care (self and eligible family members)Supplemental Survivor BenefitsEmployee-funded flexible spending accounts for tax savings on eligible health care or dependent care expenses
Retirement Benefits Membership in the Public Employees Retirement System (PERS)/Teachers' Retirement System (TRS)Matching employer contribution into a defined contribution program (new employees)Employer contribution into a defined benefit or defined contribution program (current employees)Contributions to the Alaska Supplemental Annuity Plan in lieu of contributions to Social SecurityOption to enroll in the Alaska Deferred Compensation ProgramNote: The Defined Contribution Plan, Supplemental Annuity Plan and Deferred Compensation Program offer a variety of investment options
See for additional information
Paid Leave & Other BenefitsPersonal leave with an accrual rate increase based on time served
Eleven paid holidays a year
Gym discounts at participating fitness providers in multiple locations throughout the state.See for additional information 01 Which of the options below best describes your level of expertise using Microsoft Excel?
None Beginner ? create and edit basic worksheets and workbooks, etc.
Intermediate ? work with advanced formulas, charts, lists, and illustrations, etc.
Advanced ? work with pivot tables, ability to audit and analyze worksheet data, utilize data tools, create and manage macros, etc.
02 Which of the options below best describes your level of expertise using Microsoft Word?
None Beginner ? create and edit basic documents.
Intermediate ? apply formatting, page breaks, track changes, create labels, etc.
Advanced ? work with advanced formatting, design, referencing and tables of contents, mail merge, create and manage macros, etc.
03 Briefly highlight your education and/or experience to demonstrate how you meet the minimum qualifications.
NOTE: The education and/or experience being used to meet the minimum qualifications for this position must be highlighted here and adequately documented in this application in order to be considered.
Attaching a resume is not an alternative to filling out the application in its entirely.
Noting "see resume" 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 opening.
04 Have you attached a professionally written cover letter that highlights your knowledge, skills, abilities and experience as they pertain to the demonstrated strengths listed in the job description?
Note: To complete your application for this position, a cover letter is required.
Failure to provide a cover letter may lead to a determination your application is incomplete and removal from consideration for this job opening.