Office Assistant 2 (Issuance Unit Representative PCN 061859)

This position is open to Alaskan Residents only.

Please check out the residency definition to determine if you qualify.

What you will be doing:

Are you ready to step into the role of Office Assistant 2 with the State of Alaska Department of Health, Health Analytics and Vital Records (HAVRS) Issuance section? As part of our team, your responsibility will be processing requests through our Electronic Vital Records System.

This will involve handling money and issuing various vital records and marriage licenses, as well as verifying identity and entitlement. You will also assist agencies and members of the public by answering questions regarding policies, procedures, regulations, applications, and forms. In addition, you will operate a range of office equipment and business software, including personal computers, multi-line telephones, network printers, office copiers, and fax machines. If you're interested in joining our dedicated team, please apply now!

Our organization, mission, and culture:

The mission of the Division of Public Health is to protect and promote the health of Alaskans.

As a member of our team, you will contribute every day to the improvement of the health of Alaskans and their families.

The Division of Public Health exemplifies these values:

• Accountability- We are committed to responsible use of human, financial, and environmental resources.

• Respect- We provide services without discrimination or judgment.

• Human Potential- We are committed to developing each Alaskan's potential as a healthy individual as well as fostering strong, healthy communities.

• Integrity- We are honest and ethical in all we do.

• Scientific Excellence- We are committed to adding to and contributing to the body of scientific knowledge and using the best available knowledge and data to set public health policy.

The benefits of joining our team:

Joining Alaska's Division of Public Health and the Section of Health Analytics and Vital Records (HAVRS) is an opportunity to positively impact the health of Alaskans. The HAVRS Issuance Unit positively and directly impacts the lives of Alaskans by providing necessary certificate services such as issuing birth, death, and marriage certificates as well as marriage licenses. This position reports directly to the Issuance Unit Supervisor and is ideal for anyone with strong organizational skills who also has excellent customer service and attention to detail.

This is a full-time position with excellent benefits and professional development opportunities. Benefits include 11 paid holidays, paid leave, retirement options, insurance (health, vision, and dental), job stability, and security.

The working environment you can expect:

This position is located on Commercial Boulevard near Juneau's Costco. We have private parking and are within walking distance of the bus line. Nearby amenities include coffee shacks, a general store, gas stations, and restaurants.

The working environment is positive, professional, constructive, and detail-oriented.

Who we are looking for:

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

• Attention to Detail: Is thorough when performing work and conscientious about attending to detail.

• Computer Skills: Uses computers, software applications, databases, and automated systems to accomplish work.

• Customer Service: Works with clients and customers (that is, any individuals who use or receive the services or products that your work unit produces, including the general public, individuals who work in the agency, other agencies, or organizations outside State government) to assess their needs, provide information or assistance, resolve their problems, or satisfy their expectations; knows about available products and services; is committed to providing quality products and services.

• Interpersonal Skills: Shows understanding, friendliness, courtesy, tact, empathy, concern, and politeness to others; develops and maintains effective relationships with others; may include effectively dealing with individuals who are difficult, hostile, or distressed; relates well to people from varied backgrounds and different situations; is sensitive to cultural diversity, race, gender, disabilities, and other individual differences.

• Clerical: Knowledge of filing, typing, entering data, maintaining records, and using and completing forms.

Special Note:

• Eligibility for a State of Alaska Notary Commission.

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.

To view the general description and example of duties for the position please go to the following link: https://www.governmentjobs.com/careers/Alaska/classspecsHigh school diploma or the equivalent.

AND

One year of experience that includes clerical tasks such as greeting clients, answering phones, typing, filing, sorting mail, entering data, receiving payments, making change, or maintaining logs.

Substitution:

Education from an accredited college may substitute for the required experience (3 semester hours or 4 quarter hours equal one month of experience; 150 hours of vocation education equal one month of experience).

Special Note: 

"High school diploma equivalent" means one of the following: 1) a G.E.D.; 2) completion of any basic adult education course equivalent to 480 class hours (16 weeks at 30 course hours per week); 3) acceptance in full standing by an accredited college or university; 4) highest grade of school completed plus an amount of paid or volunteer experience that totals 12 years and includes basic clerical tasks such as greeting clients, answering phones, typing, filing, sorting mail, entering data, receiving payments, making change, or maintaining logs.

Some positions in this class may require the incumbent to operate motor vehicles. Such positions require that the applicant possess a regular driver's license and be 18 years of age or older.

Some position in this class may require skill in typing. Recruitment and selection may include this requirement.At the 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.

• Current performance evaluation, if available.

• A copy of academic transcripts (unofficial are okay, please ensure that the institution name/URL is listed on the transcripts) if used to verify that you meet the minimum qualifications.

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 describe how you acquired the relevant experience.

Please use complete sentences and proofread your submissions when answering the supplemental questions. Your responses will be considered a writing sample and 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

If education is completed in a foreign college or university, it 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 the 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. The omission of the required documentation listed will result in an incomplete application, and you will not receive further consideration.

WORK EXPERIENCE

When using work experience not already documented in your application, please provide the employer's name, your job title, employment dates, and whether you were working full-time or part-time. Applications will be reviewed to determine if the responses are supported and if minimum qualifications are met.

Work experience needed to meet the minimum qualifications must be documented in the application.  If the application does not support minimum qualifications, the applicant may not advance to the interview and selection phase of the recruitment.  A resume will not be used to determine that minimum qualifications have been met for the position to which you are applying.

If you have currently or previously been appointed to a flexibly staffed position, please ensure your work experience within a flexibly staffed position indicates the actual dates employed at each level.  Ensure your time and any subsequent flex promotion(s) are documented as a separate position.

 This is required as minimum qualifications require experience at a particular level in which the lower level may not be considered. If this information is not accurately reflected in your application, this may cause the processing of your application for consideration to be delayed.

NOTE: Attaching a resume or curriculum vitae is not an alternative to filling out the application. 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.

The State of Alaska does not provide VISA Employer sponsorships.

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.

APPLICATION NOTICE

You can ONLY apply for this position through the Workplace Alaska website or via hardcopy 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" webpage, found here: http://doa.alaska.gov/dop/workplace/help/

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 1-800-587-4095 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/OnlineApplication/User/ResetPassword

For specific information in reference to the position please contact the hiring manager at:

Karla Montoya, Records and Licensing Supervisor

Phone: (907) 465-8608

Email: Karla.montoya@alaska.gov