Administrative Assistant 2

State of Alaska; Juneau (AK); On-site; USD 52,000 - 75,000; Full time

Benefits offered by this job

Generous benefits

Retirement plan

Job summary

The State of Alaska Department of Transportation and Public Facilities seeks an Administrative Assistant 2 in Juneau to provide high-level administrative support including payroll, recruitment, travel coordination, purchasing, and records management. This role also leads administrative staff and coordinates daily work.

Located in the mile-7 regional office in Juneau, you will support a busy team while upholding Alaska’s safety and service commitments and contributing to a flexible,

Qualifications

• Six months of entry-level technical experience in administrative areas.
• One year of advanced-level clerical experience.
• One year of post-secondary education.
• One year of any combination of post-secondary education or clerical experience.
• Three professional references with contact details.

Responsibilities

• Provide comprehensive admin support including payroll and personnel processing.
• Coordinate recruitment activities, travel, purchasing, and records management.
• Offer reception and general office operations support.
• Lead administrative staff and coordinate daily work assignments.
• Identify workflow issues and suggest improvements to the supervisor.

Skills

Oral & Written Communication

Clerical

Attention to Detail

Customer Service

Adaptability

Education

Entry-level tech experience

Advanced-level clerical experience

Post-secondary education

Combined education/experience

Job description

ATTENTION ALASKA RESIDENTS ONLY!

What you will be doing:

Keep Alaska Moving!

The Southcoast Region Department of Transportation is seeking an Administrative Assistant 2 to provide comprehensive technical-level administrative support, including payroll and personnel processing, recruitment activities, travel coordination, purchasing, records management, reception, and general office operations. This position serves in a lead capacity over administrative staff, coordinating daily work assignments, identifying workflow issues, and recommending improvements to the supervisor

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 working environment you can expect:

This position is located at our mile-7 regional office in Juneau, Alaska. Our office is commuter-friendly with easy highway access, nearby bus stops, and walking trails.

Working at the Alaska Department of Transportation and Public Facilities (DOT&PF) offers a uniquely challenging and rewarding environment. With Alaska's diverse and expansive terrain, coupled with its extreme weather conditions, some employees of the DOT&PF can work in various locations, including remote locations and urban centers, addressing a wide range of transportation needs. Their roles demand adaptability and resourcefulness as they maintain and improve roads, bridges, airports, ports, and public facilities in a state known for rugged terrain and extreme seasonal changes. This work not only presents professionals with a range of fascinating challenges but also allows them to contribute to developing and maintaining critical infrastructure against the backdrop of Alaska's breathtaking natural beauty, reflecting a strong commitment to safety and environmental responsibility.

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.

Who we are looking for:

• 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.
• Clerical: Knowledge of filing, typing, entering data, maintaining records, taking shorthand, and using and completing forms.
• Attention to Detail: Is thorough when performing work and conscientious about attending to detail.
• Customer Service: Works with clients and customers (that is, any individuals who use or receive the services or products that your work unit produces, including the general public, individuals who work in the agency, other agencies, or organizations outside the Government) to assess their needs, provide information or assistance, resolve their problems, or satisfy their expectations; knows about available products and services; is committed to providing quality products and services.
• Adaptability: adjusts planned work by gathering relevant information and applying critical thinking to address multiple demands and competing priorities in a changing environment.

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

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

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 notifications for employees in positions requiring possession of a valid Commercial Driver's License (CDL).

• Three (3) professional references, including name, job title, and current phone numbers.

ALASKA RESIDENTS ONLY

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.

Contact Information

Name: Gregory Gendron, Administrative Officer 1

Phone: [phone]

Email: [e-mail]