Administrative Assistant 2 (PCN 060676)

State of Alaska; Juneau (AK); On-site; USD 42,000 - 64,000; Full time

Job summary

State of Alaska in Juneau seeks an Administrative Assistant 2 to keep the division running smoothly and provide essential support across personnel, finance, procurement, and records management. You will review invoices, coordinate recruitment, manage onboarding IT setup, and maintain personnel files.

The role offers flexible scheduling and potential telework options after probation, with a focus on accuracy, collaboration, and responsive service to Alaskans.

Qualifications

• Six months of entry-level administrative experience in HR, accounting, administration, and procurement.
• One year of advanced-level clerical experience.
• One year of post-secondary education (32 sem. hours or 48 quarter hours).
• One year of any combination of post-secondary education and/or advanced-level clerical experience.

Responsibilities

• Provide essential administrative support across personnel, finance, procurement, and records management functions.
• Review, code, process, and track invoices, P-card activity, IT blanket items, and travel documentation to ensure accuracy and timely payment.
• Coordinate recruitment and onboarding activities, including preparing job postings, routing applicants, initiating IT setup, and maintaining personnel files.
• Manage signature routing, organizational chart updates, and timesheet review and entry to support daily operations.
• Assist with procurement entry and tracking, invoice corrections, asset inventory, and other administrative tasks.

Skills

Accountability

Attention to Detail

Interpersonal Skills

Self-Management

Computer Skills

Education

One year post-secondary education

Combination of post-secondary education and clerical experience

Job description

What you will be doing:

Come join our team as the Administrative Assistant 2 who keeps our division running smoothly and ensures that staff has the support they need to serve Alaskans effectively. You will be:

• Providing essential administrative support across personnel, finance, procurement, and record management functions, all while helping staff navigate processes efficiently.
• Review, code, process, and track invoices, P-card activity, IT blanket items, and travel documentation to ensure accuracy and timely payment.
• Coordinate recruitment and onboarding activities, including preparing job postings, routing applicants, initiating IT setup, and maintaining personnel files.
• Manage signature routing, organizational chart updates, and timesheet review and entry to support daily operations.
• Assist with procurement entry and tracking, invoice corrections, asset inventory, and other administrative tasks that keep the division organized and responsive.

Our organization, mission, and culture:

The Department of Health is dedicated to protecting and promoting the health and well-being of all Alaskans through efficient and accountable public service. This position strengthens that mission by ensuring the administrative foundation of our programs remains accurate, timely, and well-coordinated. Your work will help support a culture that values integrity, service, and collaboration.

The benefits of joining our team:

You will join a supportive team where your work directly contributes to the success of statewide public health services. This role offers opportunities to build and grow your skills in administrative operations, HR processes, finance, and procurement – valuable experience for long-term state career advancement. You will be part of an environment that encourages initiative, collaboration, and continuous learning. Flexible scheduling and potential telework options may be available depending on operational needs after successful completion of probation. Above all, your efforts help ensure that programs serving Alaska’s communities operate smoothly and effectively.

The working environment you can expect:

You will be working in the Alaska Office Building in Juneau, a professional office environment that supports a mix of independent work, collaboration, and interaction with staff across the state. Your daily activities will primarily involve computer-based tasks, document processing, and communication with team members, with minimal travel required.

Who we are looking for:

The ideal candidate will possess some or all of the following position‑specific competencies in addition to the minimum qualifications listed below:

• Accountability: Holds self and others accountable for measurable high-quality, timely, and cost effective results. Determines objectives, sets priorities, and delegates work. Accepts responsibility for own actions and decisions. Complies with established control systems and rules.
• Attention to Detail: Is thorough when performing work and conscientious about attending to detail.
• 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.
• 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.
• Computer Skills: Uses computers, software applications, databases, and automated systems to accomplish work.

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.
  • 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).

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 for specific information: Ashleigh Rich, Administrative Officer 2

Phone: [phone]

Email: [e-mail]