Administrative Officer 1 (41-0004)

Job Description

The Alaska Judicial Council (AJC) is recruiting for an Administrative Officer 1 in Anchorage. This position is responsible for day-to-day operations of the AJC by providing administrative, fiscal, and technical support services to the Executive Director.

In addition, the Administrative Officer is responsible for managing the AJC website, troubleshooting issues with the site, and managing IT projects.

Regular duties include the following. These may be reassigned based on business requirements:

• Review and disburse budget funds, including payables and payroll; review transactions for compliance with state regulations and budgetary limitations.

• Review and analyze accounts, records, fiscal procedures, and internal controls of existing accounting systems.

• Manage AJC website, including routing maintenance and upkeep.

• Work with the AJC's information technology provider to troubleshoot problems, purchase and inventory software and hardware, and manage IT projects.

• Train personnel in financial policies and procedures.

• Coordinate activities with Alaska Court System Fiscal Operations and State of Alaska Division of Finance.

• Assist in preparation of the Council's budget and ensure the budget proposal complies with state requirements.

• Provide financial projections, trends, cost analysis and recommendations to the Executive Director and exercise effective control over financial resources.

• Prepare monthly financial statements and reports for agency management and state and federal agencies.

• Assist with research projects including data entry.

The successful candidate should possess the following knowledge, skills and abilities. Please detail your experience in these areas in the required letter of interest:

• Experience reviewing and disbursing budget funds, including payables and payroll.

• Maintaining time and attendance records.

• Training personnel in financial policies and procedures.

• Drafting letters, memorandum, and other professional documents.

• Possess the ability to reason logically and accurately and draw valid conclusions.

• Perform assignments independently and with the highest degree of accuracy and attention to detail.

• Use computer information systems, standard and specialized office software and database applications, including Microsoft Word, Excel and Outlook.

• Establish and maintain a cooperative working relationship with the public, co-workers, state and federal agency personnel, and private enterprise.

Work Schedule

This position may be filled at either 30 hours per week or 37.5 hours per week. Normal work hours at 37.5 are Monday

• Friday, 8:00 a.m. to 4:30 p.m. with a one-hour lunch break.

What benefits do we offer?

• 11 paid holidays per year

• Medical and dental coverage for employee and eligible dependents

• Vision plan (optional)

• Employer-paid Basic Life insurance with additional coverage available

• Membership in the Public Employees Retirement System (PERS)

• Alaska Supplemental Annuity Plan (SBS) in lieu of contributions to Social Security

• Alaska Deferred Compensation Plan (optional)

• Personal leave accrual

See http://doa.alaska.gov/drb/index.html for additional information.

IMPORTANT: Please attach a letter expressing your interest in employment as an Administrative Officer 1. Failure to submit a letter of interest may disqualify you from consideration for an interview.

Minimum Qualifications

A bachelor's degree from an accredited college

AND

Two years of progressively responsible professional or administrative experience of which one year was at the advanced level performing specialized and complex financial, administrative, or research requiring independence, judgment and initiative in determining office needs, prioritizing and organizing work, and determining appropriate action to be taken.

OR

A high school diploma or General Educational Development (GED) certificate

AND

Six years of progressively responsible office clerical experience of which at least two years were at the advanced level performing specialized and complex administrative, clerical, or financial services requiring independence, judgment and initiative in determining office needs, prioritizing and organizing work, and determining appropriate action to be taken.

Note: This position is in the partially-exempt service; the incumbent serves "at-will" to the appointing authority.

Additional Required Information

This applies to your application submission.

Documents to be Attached to the Application (REQUIRED):

• A letter of interest, completed per the instructions below.

• Post-secondary transcripts, if using education to meet minimum qualifications.

Documents to be Submitted at the Time of Interview (REQUIRED):

If you are selected to advance to the interview phase of the recruitment process, you must provide the following at the time of the interview (if not already attached to your application):

• Copies of your most recent (2) performance evaluations or two (2) letters of recommendation.
• A list of three (3) professional references who have had supervisory authority over you along with their daytime contact phone numbers and email addresses.

LETTER OF INTEREST

Please attach a professional letter of interest to your application before submitting it online or, if unable to attach to your application, email it to recruitment@akcourts.gov.

Your letter of interest should:

1. Be professionally written and include proper format, grammar, spelling, and punctuation.

2. Explain how you meet the minimum qualifications of the position.

3. Express your interest in employment with the Alaska Judicial Council.

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

WORK HISTORY

If using work experience not already documented in your application, 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 will not advance to the interview and selection phase of the recruitment.

EDUCATION

If post-secondary education is required to meet the Minimum Qualifications, you must fill in the Education and Training section of the application. If you have not obtained a degree, please indicate the number of credit hours earned in the Degree Obtained field. Copies of academic transcripts will be required at time of interview.

SELECTION PROCEDURE

Applicants will be required to meet the Minimum Qualifications as outlined above. Unfortunately, we cannot always interview all applicants. If your application is considered "not qualified," you will be sent a notice within two weeks after the closing date for this recruitment. If you believe your application was improperly disqualified, you may appeal this decision to Human Resources at 820 West 4th Avenue, Anchorage, AK 99501-2005 within five workdays from the date the notice is sent to you. Qualified applications will be forwarded to the hiring supervisor.

NEPOTISM REVIEW

To avoid a conflict of interest and the appearance of impropriety, applicants who have a spouse, close relative, and/or regular member of their household employed by the Alaska Judicial Council may not be considered for employment without prior approval of the Executive Director.

BACKGROUND CHECK

A background check will be conducted prior to an employment offer being made. Applicants who have prior convictions that have been set aside under the terms of a suspended imposition of sentence (SIS) may answer "no" to these questions. If you are not sure if your situation requires disclosure, please contact the Human Resources Department at (907) 264-8242. We reserve the right to confirm all background information.

Contact Information

For more information on the Alaska Judicial Council, please visit:

http://www.ajc.state.ak.us/

Contact Title: Recruitment

E-Mail: recruitment@akcourts.gov

Mailing Address: 820 West 4th Avenue, Anchorage, AK 99501

Fax Number: (907) 264-8262

Phone Number: (907) 264-8242

The Alaska Court System provides a variety of benefits for eligible employees, which are a significant part of the total compensation package. The following are typical benefits available to full-time employees. Actual benefits received may differ by position type or be prorated for other than full time work.

• Membership in the Public Employees Retirement System (PERS)

• Alaska Supplemental Annuity Plan (SBS) in lieu of contributions to Social Security

• Medical and dental coverage for employee and eligible dependents

• Vision plan (optional)

• Employer paid Basic Life Insurance with additional coverage available

• 11 paid holidays per year

• Personal leave accrual based on years of creditable state service

• Option to enroll in the Alaska Deferred Compensation Plan

For more information on the Alaska Court System, please visit: http://www.courts.alaska.gov

01

Supplemental Questions are considered part of your official application. Failure to follow instructions represented in these questions may result in removal of your application from consideration. • I acknowledge I understand.

• Yes

• No

02

Have you carefully read the minimum qualifications for this position, and do you certify that you possess the required education and/or experience to meet the minimum qualifications as stated? 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 your application is incomplete and removal from consideration for this job opening.

• Yes

• No

03

Have you attached (or submitted) the required letter of interest detailing how your knowledge, skills, and abilities pertain to the bulleted points listed in the job description? Failure to submit a letter of interest may disqualify you from consideration for an interview.

• Yes

• No

04

The work schedule for this position is Monday

• Friday from 8:00 a.m. to 4:30 p.m. Do you understand this requirement?

• Yes

• No

Required Question

Agency State of Alaska

Address PO Box 110201

Juneau, Alaska, 99811

Phone (800) 587-0430 (Statewide toll-free number)

(907) 465-4095 (Juneau and out-of-state callers)

Website http://workplace.alaska.gov/