Administrative Assistant 2 - Juneau

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

Job summary

Alaskajobs in Juneau, AK seeks an Administrative Assistant to provide office support for the Juneau Office, including travel support, accounts payable, property management, personnel, building management, and mail distribution. The role involves fact finding, information compilation, tracking administrative details, and serving as backup to phones and payroll for the Division of Administrative Services.

Strong organizational, communication, and customer service skills are essential for success

Qualifications

• Six months of entry-level technical experience in administrative areas such as human resources, accounting, administration, and procurement.
• One year of advanced-level clerical experience.
• 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.

Responsibilities

• Provide administrative office support for the Juneau Office, including travel support, accounts payable, property management, personnel, building management issues, and mail distribution.
• Provide front line customer service, building key administration, and mail distribution; back up to phones and payroll for the Division of Administrative Services.

Skills

Organizational skills

Customer service

Verbal and written communication

Multitasking under pressure

Initiative

Independent work

Education

Post-secondary education

Job description

Job Description

THIS RECRUITMENT IS FOR DEPARTMENT OF ENVIRONMENTAL CONSERVATION EMPLOYEES ONLY

This position is being recruited for in Juneau.

What you will be doing:

This position provides administrative office support for the Juneau Office in the areas of travel support, accounts payable, property management, personnel, building management issues, as well as front line customer service, building key administration, and mail distribution. Duties are oriented toward fact finding, information compilation, tracking and monitoring of administrative details. This position as serves backup to phones and payroll for Division of Administrative Services.

The ideal candidate would have the following knowledge, skills, abilities, and experience:

• Outstanding work ethic and personal initiative.
• Superb organizational skills and ability to multi-task under pressure
• Exceptional customer service skills.
• Excellent verbal and written communication skills.
• Ability to thrive under very limited direct supervision.

Our organization, mission, and culture:

The division focus is on customer service, with the goal to:

Provide service that is timely and accurate.

Communicate in a clear and respectful manner, both internally and externally.

Foster a collaborative environment that encourages teamwork, within a section, the division, and with our stakeholders.

This position is the initial contact for all visitors to the DEC Juneau building and is in addition the “go to” person for DEC Juneau staff with regards to anything building related, telephone issues, controlled property, and office supply management, along with miscellaneous other administrative duties as assigned by the supervisor. It is essential that the incumbent be able to meet the division’s focus in order to excel in this position.

The benefits of joining our team:

This position is part of the Operational Support Section within the Division of Administrative Services which is comprised of 7 other section members throughout the State in the Fairbanks, Anchorage, Soldotna, and Wasilla offices. The section is a very tight knit family that assists, supports, and encourages each other in order to ensure the Department’ and Division’s missions are supported. At the Department of Environmental Conservation, we value more than technical abilities - we seek employees who demonstrate a high level of initiative, good interpersonal skills, and who can adapt to a dynamic, changing work environment, while maintaining a strong commitment to customer service.

The working environment you can expect:

Position is located at 410 Willoughby, Juneau, AK. The incumbent will be stationed at the main entrance of the DEC Juneau building and is responsible for greeting and assisting all DEC customers along with answering the main telephone line and processing all outgoing and incoming mail. Along with other miscellaneous administrative support duties.

We are looking for a candidate that has experience in the following areas:

Computer Skills:

Uses computers, software applications, databases, and automated systems to accomplish work.

Customer/Quality Focus:

Anticipates, monitors, and meets the needs of customers and responds to them in an effective, appropriate manner. Demonstrates commitment to identifying customers’ apparent and underlying needs and continually seeks to provide the highest quality service and product to all customers.

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.

Problem Solving:

Identifies problems; determines accuracy and relevance of information; uses sound judgment to generate and evaluate alternatives, and to make recommendations.

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.

Special Notice:

State of Alaska Professional Procurement Officer Certification - Level III. (Can be obtained after hire)

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:

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).

Additional Required Information

DOCUMENTS REQUIRED AT THE TIME OF APPLICATION SUBMISSION

Cover letter explaining why your experience is relevant to this position. Cover letters will be used to evaluate professional writing skills.

DOCUMENTS REQUIRED AT THE TIME OF THE INTERVIEW

A copy of academic transcripts (unofficial are okay; please ensure that the institution name/URL is listed on the transcripts) is used to support that you meet the minimum qualification competencies.

Three (3) professional refer