Administrative Assistant 1 (PCN 25-2121)

Alaska Manufacturing Extension Partnership; Fairbanks (AK); Hybrid; USD 43,000 - 60,000; Full time

Job summary

Alaska Department of Transportation and Public Facilities is seeking an Administrative Assistant 1 to support the Fairbanks Hub. The role covers accounting, financial management, procurement, personnel, and property management in a fast-paced office environment.

The selected candidate will assist with budgeting, invoicing, travel scheduling, and contract log management, with potential for a hybrid telework schedule in Fairbanks.

Qualifications

• Six months of advanced clerical experience, including work such as Office Assistant 2 or Accounting Clerk with the State of Alaska or equivalent.
• OR six months of any combination of post-secondary education, vocational education, and/or advanced-level clerical experience (3 semester/4 quarter hours = 1 month; 150 hours = 1 month).
• Valid driver's license is desired.

Responsibilities

• This position performs paraprofessional level work for the Fairbanks Hub, Division of Facilities Services, in accounting and financial management, procurement/purchasing, personnel management, and property management.
• Prepares, justifies, and administers the program budget; oversees procurement and contracting; monitors expenditures and uses cost-benefit thinking to set priorities.
• Schedules travel, enters ICTs, Purchase Card reconciliations, applies coding, and performs other administrative functions as assigned.

Skills

Accounting

Financial Management

Procurement

Personnel Management

Property Management

Attention to Detail

Interpersonal Skills

Valid driver's license

Job description

ATTENTION ALASKA RESIDENTS ONLY!

The Department of Transportation and Public Facilities (DOT&PF), Division of Facilities Services, is looking for an Administrative Assistant 1 to help us Keep Alaska Moving!

What you will be doing:

This position performs paraprofessional level work for the Fairbanks Hub, Division of Facilities Services, in the areas of accounting and financial management, procurement/purchasing, personnel management, property management as well as other duties as assigned. This person works with the Administrative Assistant III to ensure all Fairbanks Hub utilities are paid and tracked in a timely manner, receives, tracks, codes, and pays all contract invoices and manages the contract log. Schedules travel, enters ICTs, Purchase Card reconciliations, applies coding, and performs other administrative functions as assigned.

Our organization, mission, and culture:

The State of Alaska Department of Transportation and Public Facilities’ mission is to Keep Alaska Moving. We are working toward a modern, adaptable, flexible transportation system that will be resilient as we tackle our challenges. We believe collaboration, communication, and coordination increase our ability to succeed. Creating teams that are focused on results, working together, and leveraging resources across our department, with community and private sector partnerships, increases our ability to accomplish our mission and serve Alaskans.

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/.

The DOT&PF core values are integrity, excellence, and respect. We support an environment focused on teamwork and collaboration to achieve results. We succeed in achieving our transportation mission through building credibility with our customers, stakeholders, and the public. A successful candidate will have sound judgment, decision-making, and a strong ethical and professional conduct history.

The working environment you can expect:

This position is located at 2301 Peger Rd in Fairbanks with ample parking on site, access to mostly everything you need from shopping, restaurants, hiking trails, and more. We are a fast-paced, team-oriented atmosphere and provide a diverse and flexible work environment where creative problem solving, and open minds are encouraged. This work is primarily performed in an office setting; there is a possibility for a hybrid telework schedule.

Who we are looking for:

To be successful in this position, the selected applicant will possess the following core competencies:

• Accounting: Knowledge of traditional accounting practices including accrual, obligations, and costs methods.
• Financial Management: Understands the organization's financial processes. Prepares, justifies, and administers the program budget. Oversees procurement and contracting to achieve desired results. Monitors expenditures and uses cost-benefit thinking to set priorities.
• Personnel and Human Resources: Knowledge of hiring, classification, benefits, labor relations, negotiation, and Federal, state, and local employment regulations.
• Attention to Detail: Is thorough when performing work and conscientious about attending to detail.
• Interpersonal Skills: Shows understanding, friendliness, courtesy, tact, empathy, concern, and politeness to others; develops and maintains effective relationships with others; may include effectively dealing with individuals who are difficult, hostile, or distressed; relates well to people from varied backgrounds and different situations; is sensitive to cultural diversity, race, gender, disabilities, and other individual differences.

• Valid driver's license is desired

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.)

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).

ALASKA RESIDENTS ONLY

Please be sure to check our residency definition to determine if you qualify. https://link

EDUCATION

To verify education is being used to meet and/or support the required minimum qualifications/competencies, 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 used to meet or support the minimum qualifications/competencies for a position and are required with each application. (Unofficial is okay; please ensure the institution/URL name is listed on the transcripts). Transcripts can be attached at the time of application or provided at the time of interview; if not, transcripts will be required before employment.

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.

WORK EXPERIENCE

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

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 (907) 465‑4095 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.