Administrative Assistant 2

State of Alaska; Juneau (AK); On-site; USD 41,000 - 56,000; Full time

Benefits offered by this job

Benefits package

PTO

Health insurance

Job summary

State of Alaska’s Tax Division in Juneau seeks an Administrative Assistant 2 to be the first point of contact at the front desk. You will support visitors, answer tax inquiries, and manage access logs. The role focuses on administrative tasks, record-keeping, and coordination with building management.

The position emphasizes attention to detail, strong communication, and the ability to handle multiple duties in a small team. Alaska residency is required and in-office presence is expected.

Qualifications

• Six months of entry-level administrative experience in HR, accounting, administration, or procurement.
• One year of advanced-level clerical experience such as Office Assistant 2 or Accounting Clerk.
• One year of post-secondary education (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.

Responsibilities

• Act as front desk contact in Juneau, directing visitors and tax inquiries and logging access badges.
• Handle general administrative duties: mail, conference room scheduling, record retention, and office equipment upkeep.
• Assist imaging personnel with document preparation for imaging.
• Process and enter documents (timekeeping, invoices, payments, onboarding, travel, procurement).
• Assist Administrative Officer I with development of office procedures.
• Serve as liaison between Juneau Tax Division and building management for access, parking, maintenance, and safety.
• Back up Administrative Officer I and Administrative Operations Manager 1 as needed.

Skills

Attention to detail

Oral communication

Written communication

Self-management

Adaptability

Interpersonal skills

Education

1 year post-secondary education

1 year of any combination of post-secondary education or advanced-level clerical experience

Job description

The Department of Revenue, Tax Division is hiring for an Administrative Assistant 2 in Juneau!

Come be a part of our small but mighty team, where your everyday actions make a real impact on Alaskans.

Please Note: This position is open to Alaska Residents only.

Please visit https://doa.alaska.gov/dop/recruitment/alaskaRes/

What You Will Be Doing:

• Act as the first point of contact in the Juneau office, including directing and assisting visitors and tax inquiries as appropriate, logging visitors with access badges and maintaining the secure badge access log.
• Primary Contact for general administrative duties in the Juneau office such as mail processing, conference room scheduling, record retention, facility maintenance and basic office equipment upkeep.
• Assist imaging personnel with preparing documents for imaging and the imaging process.
• Research, process and enter various administrative documents which could include timekeeping, invoices, payments, procedures, employee onboarding and separating, employee travel and reconciliation and procurement.
• Assist Administrative Officer I with development of office procedures.
• Serve as liaison between Juneau Tax Division and building management for building access, parking, maintenance, and safety compliance.
• Assist the Administrative Officer I and Administrative Operations Manager 1 with various duties and projects as assigned and as backup in their absence and in the absence of the other Administrative Assistant 2.

Mission and Values/Culture:

The Tax Division office collects state taxes and administers tax laws, while promoting compliance. Our small administrative support team provides support to approximately 100 professional and paraprofessional staff working in over 20 different tax types and gaming related programs both in Juneau and Anchorage. This position plays a vital role serving as the Juneau Tax Division administrative contact, and the scope of work includes administrative support, financial management support, human resources support, and facility management. The incumbent must be self-motivated, demonstrate high initiative and problem-solving skills, and have strong written and oral communication with the staff and the public.

Benefits of Joining Our Team:

The State of Alaska provides a comprehensive benefits package that includes strong retirement options, generous PTO, and medical, dental, vision, and life insurance coverage to support your overall well-being.

The Working Environment You Can Expect:

This position is located on the 11th floor of the State Office Building in Juneau, Alaska. This position serves as the front desk contact for the Tax Division in Juneau. Presence in the office is required.

Who We Are Looking For:

• 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.
• Self-Management: Sets well-defined and realistic personal goals; displays a high level of initiative, effort, and commitment towards completing assignments in a timely manner; works with minimal supervision; is motivated to achieve; demonstrates responsible behavior.
• Adaptability: Adjusts planned work by gathering relevant information and applying critical thinking to address multiple demands and competing priorities in a changing environment.
• Interpersonal Skills: Treats others with courtesy, sensitivity, and respect. Considers and responds appropriately to the needs and feelings of different people in different situations.

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:

• 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.
• 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).

PLEASE READ THE FOLLOWING CAREFULLY:

DISCLOSURE OF PRIOR STATE EMPLOYMENT

All employment with the State of Alaska, including but not limited to full-time, part-time, seasonal, temporary, on-call, etc. positions must be disclosed in your application. Failure to provide this information may result in the disqualification of your application.

REQUIRED OF ALL APPLICANTS

1. List of three (3) professional references to include daytime telephone and email address. One must be a current or former supervisor.
2. Last two (2) performance evaluations. If unavailable, supervisory letters of recommendation can be substituted.

BARGAINING UNIT

If you are a current state employee, please mark the union you are a member of at the time of application.

EDUCATION

If post-secondary education is required to meet the minimum qualifications, you must fill in the Education section of the application. Copies of transcripts are required to verify educational credentials and must be attached to your application upon submission. Unofficial transcripts are acceptable, provided they include the URL and institution name.

SPECIAL INSTRUCTIONS FOR FOREIGN EDUCATION

If education is completed in a foreign college or university, it 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 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. 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. The omission of the required documentation listed will result in an incomplete application, and you will not receive further consideration.

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. NOTE: Attaching a resume or curriculum vitae is not an alternative to filling out the application.

MULTIPLE VACANCIES

This recruitment may be used for more than one (1) vacancy. The applicant pool acquired during this recruitment may be used for future vacancies for up to ninety (90) days after this recruitment closes. Interested applicants are encouraged to apply to each recruitment notice to ensure consideration for all vacancies.

EEO STATEMENT

The State of Alaska complies with Title I of the Americans with Disabilities Act (ADA). Individuals with disabilities who require accommodations, auxiliary aids, or services, or alternative communication formats, please call 1-800-587-4095 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.

Contact

Natalia Yevdokimova-Keogh, Administrative Officer 1

Email: [e-mail]

Phone Number: 907-269-2003