Law Office Assistant 2 (Pcn 021319)

This position is open to Alaska Residents only.

Please check our residency definition to determine if you qualify.

What you will be doing:

This position has daily interaction with a wide variety of people, including elected and appointed state and local officials, members of state and local boards and commissions, and municipal clerks. It is fast-paced with continually changing tasks and priorities and many of the activities in our office are relevant to current affairs, both at the state and local levels.

Our organization, mission, and culture:

APOC's mission is to encourage public confidence in their elected and appointed officials by administering Alaska's disclosure statutes and publishing financial information regarding the activities of election campaigns, public officials, lobbyists and their employers. This position works with filers to answer foundational questions about areas of disclosure requirements, assists senior staff with various support tasks such as preparing and proofing routine correspondence, and processing case filings and posting documents through our website.

Daily tasks will include all administrative support functions to keep our office running smoothly such as receiving and routing phone calls, processing incoming/outgoing mail, processing payments, bank deposits, and employee timesheets/payroll. You will learn about the areas of law we administer and work closely with APOC staff and other divisional contacts.

The benefits of joining our team:

We are a small agency committed to providing excellent customer service to our filers and the public at large. Your role will directly assist filers with compliance and navigating our electronic filing system and plays an integral part in the success of your co-workers and the agency's mission.

The working environment you can expect:

This position is located in the Anchorage office located within the Charter College building at Lake Otis Pkwy. and Northern Lights Blvd. Our building offers covered and heated parking with close proximity to shopping, the bike trail, and the U-Med district. Daily work will include acting as the point of first contact for callers and assisting with routine questions; processing incoming/outgoing mail; assisting senior staff with filer reminders of upcoming deadlines; maintaining electronic files of documents received and served; collecting staff timesheets and entering payroll; and receiving and processing civil penalty payments.

Who we are looking for:

The successful candidate for this position will possess the following knowledge, skills, abilities and experience:

• Strong customer service skills and flexibility;

• Ability to communicate effectively and professionally in fast-paced and sometimes hostile interactions;

• Ability to adapt to changing priorities and manage multiple tasks despite frequent interruptions;

• Desire to cross-train and share work responsibilities;

• Competency with standard office equipment and Microsoft Office programs; 

• Ability to work independently with initiative and little supervision; and

• Desire to work proactively, anticipate problems, and identify solutions.

Special Note:

• Valid Alaska Driver's License

PI01A2 - Law Office Assistant 2

One year of specific experience as a Law Office Assistant 1 with the State of Alaska;

OR

Successful completion of training under a formally established Law Office Assistant 1-2 flexible staffing training plan with the State of Alaska;

OR

One year of experience in a law office, or other administrative experience that includes the regular, proficient use of electronic management information systems and word processing and other standard business software applications for preparing, reviewing, or processing legal documents such as affidavits, court reports, demand letters, discovery requests or responses, entries of appearances, hearing transcripts, memoranda of advice/instruction, motions, legal opinions, subpoenas, and/or writs.

Substitutions:

A bachelor's degree in a legal field of study may substitute for the required experience.

An associate's degree or specific vocational-technical certification in a legal support career area (e.g., paralegal, Law Office Assistant, legal secretary, or criminal justice) may substitute for up to 6 months of the required experience.

Post-secondary education from an accredited college or university in a non-legal field of study may substitute for up to 6 months of the required experience (2.67 semester hours or 4 quarter hours equal one month).

Vocational-Technical Certification in a generalized business support (e.g., administrative office technology, business and marketing management, entrepreneurship, or office assistance) career area may substitute for up to 3 months of the required experience.

Special Note (All Levels):

Most positions require incumbents to be able to obtain a Notary Public upon hire, and to be able to pass a criminal background check to meet security requirements for using criminal record networks such as APSIN and National Crim Enforcement Information Center/National Law Enforcement Telecommunications System (NCIC/NLETS). If this requirement is present, it will be stated in the vacancy announcement.

Some positions are required to work regular overtime during the standard workweek, on weekends, and/or holidays to provide support to the assigned duty attorney. If this requirement is present, it will be stated in the vacancy announcement.

At time of interview, please provide the following:

• Three (3) professional references we may contact by phone, one (1) of which must be a current or former supervisor, if not already provided in the application.

• Three (3) most recent evaluations or letters of reference who have had supervisory responsibility over you, along with their daytime contact phone numbers.

Please read the below information carefully. This applies to your application submission.

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.

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.

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.

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.

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:

Heather Hebdon, Executive Director, Alaska Public Offices Commission

Phone: 907-334-1724

heather.hebdon@alaska.gov