Administrative Assistant 1 (PCN 250461)

State of Alaska; Anchorage (AK); On-site; USD 42,000 - 56,000; Full time

Job summary

State of Alaska in Anchorage is seeking an Administrative Assistant 1 to help keep Alaska moving. The role supports the Central Region Construction & CIP staff with clerical and administrative tasks to ensure smooth operations.

The incumbent will arrange travel, handle procurement, process payroll data, maintain filing systems, and provide front desk assistance. Strong attention to detail and professional communication are essential.

Qualifications

• Six months of advanced clerical experience.
• Or six months of related post‑secondary education or vocational training.
• Strong clerical, data entry, and telephone/front desk skills.
• Ability to handle travel, procurement, payroll data entry and filing.

Responsibilities

• Arrange travel and reconcile receipts.
• Procurement of office supplies for district and offices.
• Process, data entry, and reconciliation of P-Card transactions and invoices in IRIS.
• Submit documents to Finance and process payroll timesheets.
• Provide front desk duties and answer inquiries.
• Schedule meetings and take minutes.

Skills

Clerical skills

Data entry

Customer service

Multi-tasking

Tools

IRIS system

Job description

ATTENTION ALASKA RESIDENTS!

The Department of Transportation and Public Facilities (DOT&PF), Central Region Construction & CIP Support, is looking for an Administrative Assistant 1 in Anchorage to help us Keep Alaska Moving!

What you will be doing:

The Department of Transportation and Public Facilities (DOT&PF), Central Region Construction Section is seeking a qualified and motivated individual to join our team as an Administrative Assistant 1.

Under general direction of the Central Region Administrative Officer 1, the incumbent would provide administrative and clerical support to the regional construction section which is comprised of over 150 employees ranging from construction managers, project engineers, technicians, and administrative staff.

The incumbent would independently perform a variety of administrative functions, such as:

• Arranging travel using E-Travel system, collecting receipts, reconcile Travel
• Procurement of office supplies for District and construction field offices
• Processing, data entry, and reconciliation of purchase card (P-Card) transactions and invoices into the State's Integrated Resource Information System (IRIS)
• Authorization and submitting documents to Finance.
• Collect, data entry, and submission into payroll of all timesheets
• Perform operational and building support tasks
• Receiving and logging of all incoming and outgoing mail/correspondence
• Creating files, filing, and archiving of documents, both in electronic and hard copy formats
• Provide front desk duties including answering all incoming phone calls, answering questions, and directing inquiries to appropriate staff. This includes answering phone calls from the public upset by construction projects
• Schedule meetings, reserve conference rooms, and take meeting minutes, as required

Our organization, mission, and culture:

The DOT&PF mission is to "Keep Alaska Moving" and your role in this position is directly tied to the most critical aspects of the mission. Alaska's highways and airports are important resources that meet basic transportation needs and are critical to health and safety. They play a vital role in supporting our economy by serving communities throughout the state as well as the oil, gas, timber, commercial fishing, tourist, and other industries

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 working environment you can expect:

This position is located in Central Region Headquarters building locationed at 4111 Aviation Avenue in Anchorage, Alaska, situated next to scenic Lake Hood Seaplane Base. Lake Hood is surrounded by a 4 mile long walking/biking trail where many employees can be spotted during lunch. While a majority of the work will be done in the office, there are opportunities to travel to project sites around the region.

Who we are looking for:

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

• Clerical: Knowledge of filing, typing, entering data, maintaining records, taking shorthand, and using and completing forms.
• Computer Skills: Uses computers, software applications, databases, and automated systems to accomplish work.
• Attention to Detail: Is thorough when performing work and conscientious about attending to detail.
• Customer Service: Anticipates and meets the needs of both internal and external customers. Delivers high-quality products and services; is committed to continuous improvement.
• Multi-tasking: able to independently prioritize tasks to work efficiently under pressure while meeting required deadline

Special Note:

• Valid Driver's License is desired but not required.

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, applicants are requested to submit (if not already attached to your application):

• Three (3) professional references, including name, job title, and current phone numbers.
• Copy of academic transcripts (unofficial are okay, please ensure that the institution name/URL is listed on the transcript) if using education to verify that you meet the minimum qualifications.

ALASKA RESIDENTS ONLY

Please be sure to check our residency definition to determine if you qualify.

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 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.

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.

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 [phone] 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.

For specific information about this position, please contact the hiring manager at the following:

Name: Jason Lamoreaux, P.E., Construction Project Manager
Phone: [phone]
Email: [e-mail]

Name: Teodore Odena, Central Region Recruitment Coordinator
Phone: [phone]
Email: [e-mail]