Administrative Assistant 2 (PCN 253707)

State of Alaska; Juneau (AK); On-site; USD 50,000 - 65,000; Full time

Benefits offered by this job

Excellent retirement plan

Generous benefits package

Job summary

The Department of Transportation and Public Facilities (DOT&PF) Southcoast Region is seeking an Administrative Assistant 2 in Juneau, Alaska to provide comprehensive administrative support across payroll, personnel processing, travel coordination, purchasing, and records management. The role includes leading administrative staff and coordinating daily work assignments.

Located in Juneau, the position emphasizes teamwork, attention to detail, adaptability, and strong communication.

Qualifications

• Oral and written communication skills required.
• Clerical skills incl. filing, data entry, records management.
• Attention to detail and accuracy essential.
• Customer service mindset with ability to handle inquiries.
• Adaptability to changing priorities and workload.

Responsibilities

• Provide administrative support including payroll, personnel processing, travel, purchasing, records management, and reception.
• Lead and coordinate administrative staff, assign daily tasks, identify workflow issues, and suggest improvements.
• Assist in recruitment activities and general office operations.
• Support departments with compliance and documentation where needed.

Skills

Oral Written Comm

Clerical

Attention to Detail

Customer Service

Adaptability

Education

Six months entry-level tech experience

One year advanced clerical experience

Post-secondary education (1 year)

Job description

ATTENTION ALASKA RESIDENTS ONLY!

The Department of Transportation and Public Facilities (DOT&PF) Southcoast Region Support Services is looking for an Administrative Assistant 2 in Juneau to help us Keep Alaska Moving!

What you will be doing:

The Southcoast Region Department of Transportation is seeking an Administrative Assistant 2 to provide comprehensive technical-level administrative support, including payroll and personnel processing, recruitment activities, travel coordination, purchasing, records management, reception, and general office operations. This position serves in a lead capacity over administrative staff, coordinating daily work assignments, identifying workflow issues, and recommending improvements to the supervisor.

Our organization, mission, and culture:

The State of Alaska Department of Transportation and Public Facilities’ mission is to Keep Alaska Moving. We are working toward a modern, adaptable, flexible transportation system that will be resilient as we tackle our challenges. We believe collaboration, communication, and coordination increase our ability to succeed. Creating teams that are focused on results, working together, and leveraging resources across our department, with community and private sector partnerships, increases our ability to accomplish our mission and serve Alaskans.

The working environment you can expect:

This position is located at our mile-7 regional office in Juneau, Alaska. Our office is commuter-friendly with easy highway access, nearby bus stops, and walking trails.

Working at the Alaska Department of Transportation and Public Facilities (DOT&PF) offers a uniquely challenging and rewarding environment. With Alaska's diverse and expansive terrain, coupled with its extreme weather conditions, some employees of the DOT&PF can work in various locations, including remote locations and urban centers, addressing a wide range of transportation needs. Their roles demand adaptability and resourcefulness as they maintain and improve roads, bridges, airports, ports, and public facilities in a state known for rugged terrain and extreme seasonal changes. This work not only presents professionals with a range of fascinating challenges but also allows them to contribute to developing and maintaining critical infrastructure against the backdrop of Alaska's breathtaking natural beauty, reflecting a strong commitment to safety and environmental responsibility.

The benefits of joining our team:

Joining the Alaska Department of Transportation & Public Facilities (DOT&PF) offers an array of benefits, with career growth opportunities at the forefront. As an integral part of Alaska’s infrastructure development and maintenance, DOT&PF provides employees with a dynamic and diverse work environment where they can continually enhance their skills and climb the career ladder. The department values professional development, offering training programs and mentorship opportunities to help individuals expand their expertise and advance in their chosen fields. With the vast and unique challenges of Alaska’s geography and climate, employees can work on groundbreaking projects that contribute to the state’s growth, making the DOT&PF an ideal choice for those seeking a fulfilling and evolving career in transportation and public facilities.

The State of Alaska has a generous benefits package and an excellent retirement plan. https://doa.alaska.gov/dop/workplace/benefits/

The DOT&PF core values are integrity, excellence, and respect. We support an environment focused on teamwork and collaboration to achieve results. We succeed in achieving our transportation mission through building credibility with our customers, stakeholders, and the public.

Who we are looking for:

• 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.
• Clerical: Knowledge of filing, typing, entering data, maintaining records, taking shorthand, and using and completing forms.
• Attention to Detail: Is thorough when performing work and conscientious about attending to detail.
• Customer Service: Works with clients and customers (that is, any individuals who use or receive the services or products that your work unit produces, including the general public, individuals who work in the agency, other agencies, or organizations outside the Government) to assess their needs, provide information or assistance, resolve their problems, or satisfy their expectations; knows about available products and services; is committed to providing quality products and services.
• 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.

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).

**NOTE: PLEASE READ THE FOLLOWING CAREFULLY**

At time of interview, applicants are requested to submit (if not already attached to your application):

• Three (3) professional references, including name, job title, and current phone numbers.

ALASKA RESIDENTS ONLY

Please be sure to check our residency definition to determine if you qualify.

EDUCATION

To verify education is being used to meet and/or support the required minimum qualifications/competencies, 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 used to meet or support the minimum qualifications/competencies for a position and are required with each application. (Unofficial is okay; please ensure the institution/URL name is listed on the transcripts). Transcripts can be attached at the time of application or provided at the time of interview; if not, transcripts will be required before employment.

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’s 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 in its entirety. Noting "see resume or CV" or any similar response on any portion of your application may lead to a determination 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 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.

For specific information in reference to the position please contact the hiring manager at:

Name: Gregory Gendron, Administrative Officer 1

Phone: [phone]

Email: [e-mail]