Administrative Assistant 1

State of Alaska; Anchorage (AK); On-site; USD 42,000 - 58,000; Full time

Job summary

State of Alaska in Anchorage is seeking an Administrative Assistant 1 to support the Central Region Construction & CIP Support team. You will handle travel arrangements, procurement, payroll data entry, and front desk duties, ensuring accurate records and timely communications for ongoing projects.

Join a dynamic environment serving Alaska's infrastructure programs, with responsibilities spanning travel reimbursements, invoicing, document control, meetings, and coordination with Finance and

Qualifications

• Six months of advanced clerical experience with the State of Alaska or equivalent.
• Six months of any combination of post-secondary education, vocational education, and/or advanced-level clerical experience.
• Valid driver's license is desired but not required.

Responsibilities

• Arrange travel using E-Travel system, collect receipts, reconcile travel.
• Procurement of office supplies for district and construction field offices.
• Process, data entry, and reconciliation of purchase card (P-Card) transactions and IRIS invoices.
• Authorize and submit documents to Finance.
• Collect, data entry, and submission into payroll of all timesheets.
• Perform operational and building support tasks.
• Receive and log all incoming and outgoing mail/correspondence.
• Create files, filing, and archiving of documents, electronic and hard copy.
• Provide front desk duties including answering calls and directing inquiries; handle inquiries from the public.
• Schedule meetings, reserve conference rooms, and take meeting minutes.

Skills

Clerical

Computer Skills

Attention to Detail

Customer Service

Multi-tasking

Education

Post-secondary education

Tools

IRIS system

Job description

Administrative Assistant 1 – Central Region Construction & CIP Support

ATTENTION ALASKA RESIDENTS! The Department of Transportation and Public Facilities (DOT&PF), Central Region Construction & CIP Support, is looking for an Administrative Assistant 1 in Anchorage to help us Keep Alaska Moving!

What you will be doing

The Department of Transportation and Public Facilities (DOT&PF), Central Region Construction Section is seeking a qualified and motivated individual to join our team as an Administrative Assistant 1.

Job Responsibilities

• Arranging travel using E-Travel system, collecting receipts, reconcile Travel
• Procurement of office supplies for District and construction field offices
• Processing, data entry, and reconciliation of purchase card (P-Card) transactions and invoices into the State's Integrated Resource Information System (IRIS)
• Authorization and submitting documents to Finance.
• Collect, data entry, and submission into payroll of all timesheets
• Perform operational and building support tasks
• Receiving and logging of all incoming and outgoing mail/correspondence
• Creating files, filing, and archiving of documents, both in electronic and hard copy formats
• Provide front desk duties including answering all incoming phone calls, answering questions, and directing inquiries to appropriate staff. This includes answering phone calls from the public upset by construction projects
• Schedule meetings, reserve conference rooms, and take meeting minutes, as required

Our organization, mission, and culture

The DOT&PF mission is to "Keep Alaska Moving" and your role in this position is directly tied to the most critical aspects of the mission. Alaska's highways and airports are important resources that meet basic transportation needs and are critical to health and safety. They play a vital role in supporting our economy by serving communities throughout the state as well as the oil, gas, timber, commercial fishing, tourist, and other industries.

The benefits of joining our team

Joining the Alaska Department of Transportation & Public Facilities (DOT&PF) offers an array of benefits, with career growth opportunities at the forefront. As an integral part of Alaska's infrastructure development and maintenance, DOT&PF provides employees with a dynamic and diverse work environment where they can continually enhance their skills and climb the career ladder. The department values professional development, offering training programs and mentorship opportunities to help individuals expand their expertise and advance in their chosen fields. With the vast and unique challenges of Alaska's geography and climate, employees can work on groundbreaking projects that contribute to the state's growth, making the DOT&PF an ideal choice for those seeking a fulfilling and evolving career in transportation and public facilities. The State of Alaska has a generous benefits package and an excellent retirement plan. Please see here for more information: https://doa.alaska.gov/dop/workplace/benefits/

Working environment you can expect

This position is located in Central Region Headquarters building at 4111 Aviation Avenue in Anchorage, Alaska, situated next to scenic Lake Hood Seaplane Base. Lake Hood is surrounded by a 4 mile long walking/biking trail where many employees can be spotted during lunch. While a majority of the work will be done in the office, there are opportunities to travel to project sites around the region.

Who we are looking for

• Clerical: Knowledge of filing, typing, entering data, maintaining records, taking shorthand, and using and completing forms.
• Computer Skills: Uses computers, software applications, databases, and automated systems to accomplish work.
• Attention to Detail: Is thorough when performing work and conscientious about attending to detail.
• Customer Service: Anticipates and meets the needs of both internal and external customers. Delivers high-quality products and services; is committed to continuous improvement.
• Multi-tasking: able to independently prioritize tasks to work efficiently under pressure while meeting required deadline

Special Note

• Valid Driver's License is desired but not required.

Requirements

• Six months of advanced clerical experience. This experience includes work such as Office Assistant 2, Accounting Clerk, and similar classes with the State of Alaska or the equivalent with another employer.
• Six 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.)

Examples of Advanced Clerical Experience

• -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).

ALASKA RESIDENTS ONLY

ALASKA RESIDENTS ONLY

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 [phone] 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.

Contact

Name: Jason Lamoreaux, P.E., Construction Project Manager
Phone: [phone]
Email: [e-mail]

Name: Teodore Odena, Central Region Recruitment Coordinator
Phone: [phone]
Email: [e-mail]