Administrative Assistant 2

Law; Juneau (AK); On-site; USD 42,000 - 64,000; Full time

Job summary

The Department of Law, Division of Criminal in Juneau, Alaska invites qualified candidates for an Administrative Assistant 2. The role provides specialized administrative support to attorneys, paralegals, and staff, including preparing legal documents, maintaining case files, data entry, and public information.

This flexibly staffed position offers growth opportunities, a 37.5 hour work week, and pathways within civil and admin services. Residency is required for Alaska residents.

Qualifications

• Six months of entry-level technical experience in administrative areas.
• One year of advanced-level clerical experience.
• One year of post-secondary education or equivalent.
• Combination of post-secondary education and clerical experience accepted.

Responsibilities

• Format and file legal documents with the court and maintain case files.
• Enter data into the case management system and prepare recruitment materials.
• Prepare legislative bills and general correspondence for staff.
• Provide information to the public and format divisional publications.
• Coordinate meetings, trainings, and other administrative duties.
• Support the Criminal Division Central Office in a dynamic environment.

Skills

Interpersonal skills

Computer skills

Attention to detail

Oral & written comms

Problem solving

Education

Post-secondary education 32 semester hours

Job description

Job Description

Come join the State of Alaska!

The Department of Law, Division of Criminal is recruiting for an Administrative Assistant 2 in Juneau!

This position is open to Alaska Residents only. Please check our residency definition to determine if you qualify.

What You Will Be Doing:

The Administrative Assistant 2 position is a member of the team that provides specialized administrative support functions to the professionals for the Criminal Division Central Staff Office, which includes Attorneys and Paralegals. This position offers both engaging and complex responsibilities including but not limited to formatting and filing legal documents with the court, maintaining corresponding case files, entering data into the case management system, preparation of legislative bills and general correspondence, providing information to the public, formatting divisional publications, meetings, trainings and preparing recruitment material. The scope of duties is comprehensive, providing a dynamic environment with continual opportunities for professional growth

Mission and Values/Culture:

Our mission is to seek justice, promote public safety and public respect for government through prompt, effective, and compassionate prosecution of cases in a matter that advocates for the interests of the victims, respects the law enforcement agencies, responsibly stewards public resources, and holds offenders accountable while at the same time protecting the constitutional and legal rights of the accused.

Benefits of Joining Our Team:

When you join this team, you can expect a welcoming workplace where you can enjoy daily collaboration with the leadership team in Civil and Admin Services Division, as well as the Alaska Court System. This position offers promotional pathways for administrative and paralegal positions within the department while you strengthen your knowledge and skills.

This is a flexibly staffed position with built-in opportunities for growth. Perfect for someone eager to learn, develop new skills, and advance in their career.

You can expect a 37.5 hour work week; 12 paid holidays; personal leave accrual starting at 6 hours per pay period (about 21 days annually) and increasing with years of service. The general office hours are 8:00AM to 4:30PM but there is flexibility in establishing your regular hours around core business hours.

The Working Environment You Can Expect:

You will have the opportunity to develop your leadership skills while working across multiple areas of law. This is a smaller office with around five staff located in Juneau. The work pace will vary from high-paced to steady depending on the time of year, especially during Legislative session.

This position is with the Criminal Division Central Office, located in the Diamond Court House at 123 4th Street, Juneau, AK, 99801. The office environment is friendly, dynamic and engaging.

Working in downtown Juneau offers a uniquely focused and collaborative environment, where Alaska’s natural landscape meets the professionalism of the state’s legal community. With the backdrop of Juneau’s iconic mountains and waterfront, the area provides a calm, grounded setting that complements the dedication, integrity, and mission of our legal team.

Who We Are Looking For:

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

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.

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.

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

Special Note:

Examples of entry-level technical experience include:

• Assisting in the preparation of reports reflecting the examinations made, discrepancies noted, and the corrective entries required for adjusting accounts. Assisting with the implementation of corrections.
• Verifying the accuracy and completeness of accounting data and documents; determining the general ledger accounts, journals, and subsidiary accounts affected and the debit and credit entries to be made; determining the entries required to bring accounts into balance; preparing encumbrances, expenditures, adjustments, billings, and other transaction documents for the account; and maintaining records of transactions and current status of accounts.
• Preparing standard and ad hoc reports; making periodic projections and analyzing trends; notifying supervisor of need for additional promotional efforts; and recommending additional promotional materials or methods to secure optimum enrollment.
• Receiving supply requests, reviewing and approving for completeness and conformity to guidelines. Preparing and processing various documents such as purchase orders, delivery orders, and bid specifications.

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 notific

Minimum Qualifications:

Six months of entry-level technical experience in one or more administrative functional areas such as human resources, accounting, administration, and procurement. This experience includes work such as Administrative Assistant 1, Accounting Technician 1, Human Resource Technician 1, and similar classes with the State of Alaska or the equivalent with another employer.

OR

One year of advanced-level 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

One year of post-secondary education from an accredited college (32 semester hours or 48 quarter hours equals 1 year).

OR

One year 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.)

To view the general description and example of duties for the position please go to the following link:

https://www.governmentjobs.com/careers/Alaska/classspecs