Administrative Assistant 1 (PCN 20-4215)

State of Alaska; Nome (AK); On-site; USD 103,320,000 - 118,474,000; Full time

Job summary

The Department of Corrections, Division of Institutions, is recruiting for an Administrative Assistant 1 at Anvil Mountain Correctional Center in Nome, Alaska.

Responsibilities include payroll processes, invoicing, encumbrance support, prisoner account maintenance, and general administrative coverage. This role supports the Administrative Officer 2 and requires attention to detail and reliability.

Qualifications

• Six months of advanced clerical experience (e.g., Office Assistant 2, Accounting Clerk) with the State of Alaska or equivalent.
• Six months of any combination of post-secondary education, vocational education, and/or advanced-level clerical experience.
• Knowledge of administrative processes and forms handling, including time sheets and drug testing notifications for employees with CDL.

Responsibilities

• Payroll processing, coding and reviewing invoices for payment; researching errors and processing expenditures; recording expenses and invoices in the facility's Obligation Journal.
• Assist Administrative Officer 2 with end-of-month encumbrance tasks including commodities, 24-hr utilities, POA and commodities.
• Maintain prisoner accounts, arrange travel for prisoners, and order institutional supplies; contact vendors for quotes.
• Assist with the daily mail run and commissary in the absence of the Office Assistant.
• Provide administrative coverage during staff leaves or vacancies and handle special projects.

Skills

Computer skills

Integrity

Analytical thinking

Education

Post-secondary education

Job description

The Department of Corrections, Division of Institutions, is recruiting for an Administrative Assistant 1 position for the Anvil Mountain Correctional Center located in Nome, Alaska.

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What you will be doing:

• This position provides payroll processes, codes and reviews invoices for payment, research errors and processes expenditure corrections, record expenses and invoices in the facility`\s Obligation Journal
• Assist Administrative Officer 2 with end of the month encumbrance that includes: Commodities, 24 hrs. utility, Point of Arrest (POA) and Commodities
• Maintain prisoner accounts, arrange all travel prisoners, and ordering of Institutional supplies, also contact vendors for quotes
• Assist with the daily mail run and commissary in the absence of the Office Assistant
• Other duties as assigned, special projects, provide administrative coverage during periods of time when other administrative staff are on leave or positions are vacant

Our mission, values, and culture:

The mission of the Alaska Department of Corrections is to promote public safety. Our division provides secure confinement, access to reformative programs and offender management planning that promotes successful community reentry.

The benefits of joining our team:

Working for Anvil Mountain Correctional Center, you will not only be an important part of a team but will also have the opportunity for continued learning and growth.

The working environment you can expect:

Anvil Mountain Correctional Center is a minimum/medium custody facility that houses up to 150 inmates. You will be working closely with other staff daily.

Who we are looking for:

We are interested in candidates who possess some or all of the following position specific competencies:

• Computer Skills: Uses computers, software applications, databases, and automated systems to accomplish work.
• Integrity: Contributes to maintaining the integrity of the organization; displays high standards of ethical conduct and understands the impact of violating these standards on an organization, self, and others; is trustworthy.
• Analytical Thinking/Problem Solving: uses a logical, systematic, sequential approach to address problems or opportunities or manage a situation by drawing on one's knowledge and experience base and calling on other references and resources as necessary.

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).

PREA NOTIFICATION

The Department of Corrections follows and maintains federal and state requirements standards including, but not limited to, Prison Rape Elimination Act (PREA) standards which apply to all public and private institutions that house adult or juvenile offenders. PREA standards preclude the department from hiring or promoting anyone who has engaged in, or been convicted of any conduct which would violate PREA standards related to sexual assault including:

• Sexual abuse in a prison, jail, lockup, community confinement facility, juvenile facility, or other institutions.
• Convicted of engaging or attempting to engage in sexual activity in the community facilitated by force, overt or implied threats of force, or coercion, or if the victim did not consent or was unable to consent or refuse; or
• Has been civilly or administratively adjudicated to have engaged in the activity described above.

RECRUITMENT DIFFICULTIES

Starting salary may be approved up to Step D-$36.70, if criteria are met.

EDUCATION

If post-secondary education is required to meet the 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 if used to meet the minimum qualifications for a position. Transcripts can be attached at the time of application or provided at the time of interview.

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 as an employer sponsor.

SPECIAL INSTRUCTIONS FOR FOREIGN EDUCATION

Education completed in foreign colleges or universities may be used to meet the minimum qualifications listed above. 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. post‑secondary institution 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 post‑secondary institution. It is your responsibility to provide such evidence when applying.

WORK EXPERIENCE

If using work experience not already documented in your application, also provide the employer 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. If they are not, the applicant may not advance to the interview and selection phase of the recruitment.

CRIMINAL HISTORY CHECKS/APSIN/ACOMS

Please be aware – this position requires the use of the Alaska Public Safety Information Network (APSIN). A security clearance issued by the Department of Public Safety (DPS) is necessary to use APSIN. DPS will deny security clearance for any applicant who has been convicted of a felony or misdemeanor in this state or another jurisdiction, or who may be a fugitive from justice. Additionally, security clearance will be withdrawn if DPS discovers that material information was falsified or omitted at the time of the initial application for security clearance.

FINGERPRINTNOTICE

All Department of Corrections employees are required to be fingerprinted. The successful candidate must pass a criminal history check.

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 465-4095 in Juneau or [phone] (TTY) 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 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

Jessica Oleson

Administrative Officer 2

Phone: [phone]

Email: [e-mail]