Administrative Assistant 1 - Coastal Region (PCN 10-9229)

State of Alaska; Palmer (AK); On-site; USD 42,000 - 62,000; Full time

Job summary

State of Alaska's Department of Natural Resources, Division of Forestry & Fire Protection in Palmer seeks an Administrative Assistant 1 to support the Coastal Region office with front-desk and clerical duties. Greet the public and staff, manage travel arrangements, process invoices, reconcile state credit card transactions, and maintain records.

Serve as the primary liaison for EFF hiring, payroll, and workers' compensation, and back up other admins during busy fire seasons.

Qualifications

• Six months of advanced clerical experience.
• Six months of any combination of post-secondary education and/or clerical experience.

Responsibilities

• Greet the public, vendors and staff by phone or in person and guide them to the right office or resource.
• Manage travel arrangements, process invoices, reconcile state credit card transactions, and maintain records.
• Assist with project work and serve as the main point of contact for EFF hiring, payroll, and workers' compensation.
• Back up other administrative staff during busy fire seasons and provide support as needed.

Skills

Oral and Written Communication

Problem Solving

Computer Skills

Flexibility

Adaptability

Public/Staff Interaction

Job description

The Department of Natural Resources, Division of Forestry & Fire Protection, is recruiting for an Administrative Assistant 1 in Palmer.

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 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.

We are looking for an enthusiastic, dependable, and detail-oriented individual to join our admin team.

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.

We are looking for a candidate who possesses the following position-specific competencies.

• Oral and Written Communication: Expresses information (for example, ideas or facts) to individuals or groups effectively, taking into account the audience and nature of the information (for example, technical, sensitive, controversial); makes clear and convincing oral and written presentations; listens to others, attends to nonverbal cues, and responds appropriately.
• Problem Solving: Identifies problems; determines accuracy and relevance of information; uses sound judgment to generate and evaluate alternatives, and to make recommendations.
• Computer Skills: Uses computers, software applications, databases, and automated systems to accomplish work.
• Flexibility: Is open to change and new information; adapts behavior or work methods in response to new information, changing conditions, or unexpected obstacles; effectively deals with uncertainty.
• Adaptability: Adjusts planned work by gathering relevant information and applying critical thinking to address multiple demands and competing priorities in a changing environment.

Click here to learn more about working for the Division of Forestry & Fire Protection.

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).

Please read the information below carefully.

If invited to interview, please bring the following materials. Failure to do so may result in loss of consideration. Required documents include:

• 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).

Will Pace

Administrative Officer 1, Coastal Region

Phone:[phone]

Email:[e-mail]