Administrative Assistant 1 - Coastal Region

Natural Resources; Palmer (AK); On-site; USD 38,000 - 65,000; Full time

Benefits offered by this job

Travel within Alaska

On-site Palmer office

Job summary

The Division of Forestry & Fire Protection in Palmer, AK is seeking an Administrative Clerk to support the Coastal Region Office. You will greet the public and vendors, assess needs, answer questions, and direct them to the appropriate office or facility, in person or by phone.

Responsibilities include travel management, reconciling state credit card transactions, processing invoices, maintaining records, and assisting with project work.

Qualifications

• Six months of advanced clerical experience or a combination of post-secondary education and clerical work.
• Experience in handling travel, invoicing, and records storage is a plus.
• Ability to greet and assist the public, vendors, and state employees by phone or in person.

Responsibilities

• Greet and assess the needs of the public, vendors, and state employees by phone or in person.
• Direct inquiries to the appropriate office or facility and provide needed information.
• Manage travel arrangements and reconcile state credit card transactions.
• Process invoices and maintain records; assist with project work and administrative tasks during busy periods.

Skills

Clerical experience

Public/customer service

Education

Post-secondary education or vocational training

Job description

Job Description

What You Will Be Doing:

This position is vital to operations at the Coastal Region Office in Palmer, AK, and includes a wide range of duties. This position greets and assesses the needs of the public, vendors, and state employees by phone or in person, then assists by answering questions, requesting support, or directing them to another office or facility. It provides administrative support by managing travel, reconciling state credit card transactions, processing invoices, maintaining records, and assisting with project work. This person serves as the main point of contact for EFF (Emergency Fire Fighter) hiring, payroll, and workers' compensation by communicating needs, providing documents in a timely manner, and researching missing information. This position serves as a backup to other administrative staff in their absence and fills in by doing a variety of tasks during a busy fire season.

Mission and Values/Culture:

The Division of Forestry & Fire Protection fosters a mission-driven culture and is responsible for protecting Alaska’s values, including life and property, from wildland fire. The Division of Forestry & Fire Protection works closely with federal, state, and local emergency response agencies as well as private industry vendors to provide wildland fire management and protection for the State of Alaska.

The high-functioning administrative team you will join supports the “boots on the ground” who protect people, property, and resources in Alaska and nationwide.

Benefits of Joining Our Team:

Benefits of joining the DFFP administrative team include the opportunity to work with dedicated professionals who support each other while providing essential support to our critical wildland fire program and our expanding hazardous fuels program. The administrative team is expanding, adding new staff, and actively creating a new administrative structure to support the division's new organization.

The Working Environment You Can Expect:

This position is in Palmer at the Division of Forestry & Fire Protection Admin building at 101 Airport Road, Palmer, AK 99645. It is part of the Palmer Complex, including the Warehouse and Hangar. The Admin building offers great views of the Chugach and Talkeetna mountains.

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:

• 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).

Additional Required Information

Three professional references.

Valid driver's license.

SPECIAL NOTICES

This position requires travel 1-5 times annually within Alaska to attend meetings or training.

May work towards qualifications for other positions utilized within the Incident Command System.

Will be required to work or be available during evenings and/or weekends, depending on the need during the fire season (April 1 - August 31 or later).