Administrative Assistant 2 (PCN 07-5315)

State of Alaska; Juneau (AK); On-site; USD 60,000 - 76,000; Full time

Job summary

The State of Alaska in Juneau seeks an Administrative Assistant 2 to support the Department of Labor and Workforce Development's DETS unit. The role covers accounting, payroll, procurement, and event coordination to ensure smooth daily operations at the Juneau Job Center.

This government position offers a stable career with full benefits and opportunities to contribute to Alaska's workforce programs in a collaborative team environment.

Qualifications

• Six months of entry-level technical experience in one or more administrative functional 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

• Accounting and Financial Management: Create financial expenditure status reports to share with Management; update, analyze, audit and reconcile payments 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.

Skills

Clerical skills

Time management

Attention to detail

Education

One year of post-secondary education

32 semester hours or 48 quarter hours equals 1 year

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 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 in 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:

• 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.

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.
• 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.)

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).

PLEASE READ THE FOLLOWING INSTRUCTIONS & INFORMATION CAREFULLY

THIS RECRUITMENT IS FOR ALASKA RESIDENTS ONLY

This recruitment is open to Alaska Residents only. Applicants must meet Alaska Residency Requirements in order to be considered for employment at this time.

DOCUMENTS REQUIRED AT THE TIME OF INTERVIEW

• A list of three (3) professional references, one of which should be your most recent supervisor, including name, job title, employer, and current phone number(s).
• A copy of your last three (3) performance evaluations, or two (2) letters of reference if evaluations are unavailable.
  • Professional letters of reference from past or current employers are considered recent if the letters are one (1) year old or less.
  • Personal or character references will not be accepted in lieu of professional letters of reference.
• Copies of college transcripts, if using education to meet the Minimum Qualifications. Unofficial copies are acceptable with the name of the accrediting institution clearly visible.

LEGAL EMPLOYMENT

The State’s online recruitment system, Workplace Alaska, requires applicants to certify that they have a legal right to accept employment in the United States. It is the responsibility of the employee to maintain the appropriate documentation to accept or continue legal employment. The State of Alaska does not function in the role as an employer sponsor.

EDUCATION

If post‑secondary education is required to meet the minimum qualifications, you must fill in the Education section of the application. If you have not obtained a degree, please indicate the number of units completed. Copies of transcripts are required to verify educational credentials if used to meet the minimum qualifications for a position. Transcripts must be attached at the time of application or submitted to the contact information below prior to the close of recruitment. If you’re unable to attach to your application, email it to the contact provided in the job posting. If email is not an option, please call the contact person to obtain a fax number.

SPECIAL INSTRUCTIONS FOR FOREIGN EDUCATION

Education completed in foreign colleges or universities 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 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.

WORK EXPERIENCE

If using work experience not already documented in your application, also provide the employer name, your job title, dates of employment, 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 is not an alternative to filling out the application in its entirety. Noting, “see resume” 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.

BARGAINING UNIT

If you are a current state employee, please mark the union you are a member of at the time of application. If you are not a current state employee, you must mark that it does not apply to you.

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.

NOTICE

Questions regarding the application process can be directed to the Workplace Alaska hotline at 800-587-0430 (toll free) or (907) 465- 4095. If you choose to be contacted by email, please ensure your email address is correct on your application and that the spam filter will permit email from the ‘govermentjobs.com’ domains. For information on allowing emails from the ‘governmentjobs.com’ domains, visit the Lost Password Help page located at https://www.governmentjobs.com/OnlineApplication/User/ResetPassword

EEO STATEMENT

The State of Alaska complies with Title I of the Americans with Disabilities Act (ADA). Individuals with disabilities, who require accommodation, auxiliary aides or services, or alternative communication formats, please call 1-800-587-0430 or [phone] 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.

WORKPLACE ALASKA APPLICATION QUESTIONS & ASSISTANCE

Questions regarding application submission or system operation errors should be directed to the Workplace Alaska hotline at 1-800-587-0430 (toll free) or [phone] if you are located in the Juneau area. Requests for information may also be emailed to [e-mail]

Melinda Otieno

Employment Services Manager 3

Phone: [phone]

[e-mail]