Administrative Assistant 1

State of Alaska; Fairbanks (AK); On-site; USD 35,000 - 48,000; Full time

Job summary

The State of Alaska, Northern Region Division of Juvenile Justice, is seeking an Administrative Assistant 1 to provide essential clerical support in Fairbanks. The role includes arranging travel, reconciling travel expenses, and handling accounts payable while also covering the front desk and SSA duties as needed.

Candidate should demonstrate strong clerical skills, attention to detail, and reliable self-management.

Qualifications

• Six months of advanced clerical experience with the State of Alaska or equivalent; examples include Office Assistant 2, Accounting Clerk, and similar roles.
• Six months of any combination of post-secondary education, vocational education, and/or advanced-level clerical experience; note how hours translate to months of experience per guidelines.

Responsibilities

• Arrange and reconcile travel for the Northern Region.
• Process accounts payable and related clerical tasks.
• Provide front desk coverage and SSA duties as needed.
• Perform general clerical and administrative support for the division.

Skills

Clerical

Attention to Detail

Computer Skills

Customer Service

Self-Management

Tools

Office software

Job description

What you will be doing:

The Administrative Assistant 1 position performs a variety of administrative support services for the Northern Region of the Division of Juvenile Justice. The primary responsibilities of this position include arranging and reconciling travel as well as processing accounts payable. This position also provides other general clerical and administrative support, including covering the front desk and SSA duties, as needed.

Our organization, mission, and culture:

In the division's Northern Region, there are five probation offices (in Bethel, Fairbanks, Kotzebue, Nome, and Utqiagvik) and two youth facilities (in Bethel and Fairbanks). Through Restorative Justice, we hold juvenile offenders accountable for their behavior; promote the safety and restoration of victims and communities; and assist offenders and their families in developing the skills to prevent crime. Our core values include:

• Prioritizing Safety– of our youth, staff, families, and communities.
• Enhancing Strengths - in our youth; in our staff; and in our system.
• Dedication – doing the right things for the right reasons and modeling relentless integrity and leadership.
• Responsiveness– providing timely response to youth, families, victims, staff, and justice partners.

• Respect – for the inherent value of each person's unique strengths and individual differences.

The benefits of joining our team:

Joining our team will bring the opportunity to support meaningful change in youths’ lives and Alaskan communities. We are dedicated to our work and take pride in the amount of collaboration throughout the organization. We believe in enhancing the strengths of our staff by promoting training and professional development within the workplace.

The working environment you can expect:

This position is located within the Fairbanks Youth Facility (FYF) at 1502 Wilbur Street in Fairbanks. FYF is a 24-hour secure juvenile detention and treatment facility as well as the site of the Fairbanks Juvenile Probation Services office. The Fairbanks administrative team consists of six staff committed to supporting the efforts of the division, the region, and each other.

Who we are looking for:

In addition to the Minimum Qualifications below, we are looking for a candidate with the following competencies:

• Clerical: Applies knowledge of clerical equipment and software, processes, techniques, and professional standards to complete routine office work to generally accepted professional standards. Completes work independently with minimal supervision. Uses skills and abilities to complete tasks consisting of many different and connected parts, including deciding which processes to use.

• 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: Anticipates and meets the needs of both internal and external customers. Delivers high-quality products and services; is committed to continuous improvement.

• Self-Management: Sets well-defined and realistic personal goals; displays a high level of initiative, effort, and commitment towards completing assignments in a timely manner; works with minimal supervision is motivated to achieve; demonstrates responsible behavior.

Please Note: This position requires a valid driver’s license.

Minimum Qualifications:

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.

OR

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.)

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).

At time of interview applicant must submit:

• The names and daytime telephone numbers of three (3) professional references.
• Two (2) employment performance evaluations, if available, or recent letters of recommendation (within two (2) years).
• Transcripts if using to meet the minimum qualifications. (Unofficial are okay, but should include institution name and URL).

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

EDUCATION

To verify education being used to meet the required minimum qualifications, 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 being used to meet the minimum qualifications for a position and are required with each application. (Unofficial are okay, please ensure that the institution/URL name is listed on the transcripts). Transcripts can be attached at the time of application, provided at the time of interview, or if/when requested prior to scheduling an interview.

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. Omission of required documentation listed will result 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, 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. 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 in which you are applying.

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.

The State of Alaska does not provide VISA Employer sponsorships.

LEGAL EMPLOYMENT

The State’s online recruitment system, Workplace Alaska, requires applicants to certify that they have a legal right to accept employment in the United States. It is the responsibility of the employee to maintain the appropriate documentation to accept or continue legal employment. The State of Alaska does not function in the role of an employer sponsor.

COVER LETTER

A cover letter is not required for this position. Your complete application, including supplemental questions that will be used as a writing sample, will be used to determine which applicants will advance to the interview phase of the recruitment and selection process.

RECRUITMENT SCOPE

This position is open to Alaska Residents only. Please check our residency definition to determine if you qualify.

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.

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 [phone] if you are located in the Juneau area. Requests for information may also be emailed to [e-mail].

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:

Name: Vicky Marcus, Administrative Assistant 2

Phone: [phone]

Fax: [phone]

Email: [e-mail]