Administrative Assistant 2

State of Alaska; Juneau (AK); On-site; USD 48,000 - 60,000; Full time

Job summary

The State of Alaska, Department of Labor and Workforce Development, Division of Employment and Training Services, seeks an Administrative Assistant 2 for the Juneau Job Center to support daily operations and program services statewide.

Key duties include financial management, payroll support, procurement, invoicing, event coordination, calendar management, and onboarding assistance, contributing to a high-performing team in a public-service environment.

Qualifications

• Clerical: Knowledge of filing, typing, entering data, maintaining records, taking shorthand, and using forms.
• Manages and Organizes Information: Identifies needs, gathers, organizes, maintains information, and communicates it.
• Self-Management: Sets realistic goals, high initiative, works with minimal supervision.
• Interpersonal Skills: Treats others with courtesy, sensitivity and respect.
• Adaptability: Adjusts planned work to address multiple demands in a changing environment.

Responsibilities

• Create financial expenditure status reports and reconcile payments in a case management system; advise on balances.
• Biweekly timekeeping; assist with recruitment, scheduling interviews, onboarding new hires.
• Create supply requests (purchase orders); purchase supplies and equipment; complete inventory and travel reimbursements.
• Coordinate events, plan job fairs and meetings; manage calendars; respond to inquiries; supervise clerical duties and volunteers.

Skills

Clerical

Manages and Organizes Information

Self-Management

Interpersonal Skills

Adaptability

Education

One year of post-secondary education (32 semester hours or 48 quarter hours)

One year of any combination of post-secondary education, vocational education, and/or advanced-level clerical experience

Job description

ATTENTION ALASKA RESIDENTS!

The Department of Labor and Workforce Development, Division of Employment and Training Services, is recruiting for an Administrative Assistant 2 located in Juneau! No Cover Letter Required!

This position is in the General Government Unit (GGU) at a Range 14.

What You Will Be Doing:

The Administrative Assistant 2 at the Juneau Job Center plays a vital role in the daily operations of Alaska’s Job Centers and contributes to program services across the state.

• Accounting and Financial Management: Create financial expenditure status reports to share with Management; update, analyze, audit and reconcile payments (travel, contractual, supplies, equipment, and grant line) in a case management system; advise management of potential financial over-expenditures and available balances within various program fund sources; process and track invoices for payment; track and reconcile credit card payments
• Personnel and Payroll Support: Biweekly timekeeping; provide assistance to hiring managers with recruitment, schedule interviews, coordinate personnel paperwork, and onboard new hires
• Procurement and Inventory: create Supply Requests (purchase orders), purchase supplies and equipment; complete inventory, and process and reconcile travel for job center clients and staff
• Special Projects and Office Support: Event coordination assisting in planning job fairs, conferences and meetings; maintain calendars, respond to public inquiries and coordinate conference rooms and shared calendars; supervise MASST and volunteer participants in clerical duties and training.

Our Mission, Values, and Culture:

The Department of Labor and Workforce Development, Division of Employment and Training Services’ (DETS) mission is to provide labor exchange, employment and training services, and unemployment insurance to Alaskans and Alaska businesses to advance opportunities for employment and provide economic stability for communities in Alaska. The Juneau Job Center team is a dynamic professional staff with diverse roles and expertise and are cross trained to work together to develop a successful workforce. Our core values are Integrity, Teamwork, Respect, Customer Service, Communication, Excellence, Training, and Creativity.

Benefits of Joining Our Team:

This position is the backbone of the organization and provides vital support to staff and customers in the job centers. The Department of Labor & Workforce Development has multiple professional development and promotional opportunities, and we pride ourselves on developing our staff for career advancement. The work schedule consists of 7.5-hour days, with a 37.5-hour workweek. The State of Alaska offers 12 paid holidays per year in addition to generous paid leave accrual, a comprehensive health benefits package, and a competitive retirement plan. Upon passing probation, you will be eligible for an Alternate Work Week Schedule that will provide every other Monday or Friday off.

The Working Environment You Can Expect:

The Juneau Job Center has plenty of free parking and is a short distance to area restaurants and shopping which makes getting out of the office for lunch or a short break very convenient and time efficient. This customer service driven position is full of variety with ever-changing priorities and assignments and involves extensive contact with staff and customers via phone, email, video, and face-to-face.

Who We Are Looking For:

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

• Clerical: Knowledge of filing, typing, entering data, maintaining records, taking shorthand, and using and completing forms
• Manages and Organizes Information: Identifies a need; gathers, organizes, and maintains information; determines its importance and accuracy, and communicates it by a variety of methods.
• 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.
• Interpersonal Skills: Treats others with courtesy, sensitivity, and respect. Considers and responds appropriately to the needs and feelings of different people in different situations.
• 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

• 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