Administrative Assistant 2

State of Alaska; Juneau (AK); On-site; USD 42,000 - 52,000; Full time

Job summary

State of Alaska, Department of Law, Division of Criminal, is seeking an Administrative Assistant 2 in Juneau. The role provides specialized administrative support to attorneys and paralegals, including filing court documents, managing case files, and data entry in the case management system.

The position offers growth opportunities, a standard 37.5-hour work week, and integration into a collaborative legal team in a government setting.

Qualifications

• Six months of entry-level technical experience in administrative areas such as human resources, accounting, administration, or procurement.
• One year of advanced-level clerical experience or post-secondary education substituting for experience.
• Requires the ability to tolerate graphic content and sensitive information.

Responsibilities

• Format and file legal documents with the court.
• Maintain corresponding case files.
• Enter data into the case management system.
• Prepare legislative bills and general correspondence.
• Provide information to the public.
• Format divisional publications; participate in meetings and trainings; prepare recruitment material.

Skills

Interpersonal Skills

Computer Skills

Attention to Detail

Oral and Written Communication

Problem Solving

Education

Post-secondary education (1 year equivalence)

Tools

Case Management System

Microsoft Office

Job description

Department of Law, Division of Criminal - 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

• 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.

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

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.)

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.

• 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.
• Examples of advanced clerical experience include: 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

Members of the Criminal Division are held to high standards of professionalism even in our personal lives. The incumbent must maintain the strictest of confidences with information they will be exposed to and have access to. Applicants should be aware that due to the nature of the work being performed in this office, the incumbent must have the ability to tolerate some exposure to graphic pictures, coarse language, and detailed descriptions of sometimes horrific criminal acts.

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.

BACKGROUND CHECK

The Alaska Public Safety Information Network (APSIN) is utilized in this position. A background check and fingerprinting will be required.

The incumbent will be required to obtain APSIN access, which will be done through the office.

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. Noting "see resume or CV" or any similar response on any portion of your application may lead to a determination that 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 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.

FOR SPECIFIC INFORMATION IN REFERENCE TO THE POSITION PLEASE CONTACT THE HIRING MANAGER

Ella Magallanes, Administrative Officer

Phone Number: [phone]

Email: [e-mail]