Administrative Assistant 2 (WIC Administrative Assistant)

Holland America-Princess (Holland America Dawson City Inn); Anchorage, Juneau (AK, AK); On-site; USD 42,000 - 56,000; Full time

Job summary

The Holland America-Princess (Holland America Dawson City Inn) is seeking a detail-oriented Administrative Assistant 2 to support the WIC program in Alaska. The role involves providing essential administrative support to ensure access to nutrition services and smooth operations at the Juneau Public Health Center or Anchorage location.

Responsibilities include scheduling, travel coordination, procurement, invoice processing, records management, and general operations support, working closely with

Qualifications

• Six months of entry-level technical experience in one or more 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 essential administrative support for operations within the WIC program.
• Coordinate scheduling, travel arrangements, procurement, invoice processing and reconciliation, and records management.
• Collaborate with admin and program staff to ensure efficient, responsive public health operations across Alaska.

Skills

Attention to Detail

Computer Skills

Customer Service

Problem Solving

Education

Post-secondary education

Job description

Job Description

This Individual Position is Exempt from the Hiring Freeze.

Welcome to the Department of Health!

We’d be delighted to have you join our team.

This position is open to Alaskan Residents only.

Please check out the

residency definition

to determine if you qualify.

This position is currently located in Juneau. The position may be in Anchorage or Juneau, depending upon the location of the most qualified candidate.

What you will be doing:

In this position, you will play an important role within the Women, Infants, and Children (WIC) Program at the Juneau Public Health Center. Your responsibilities will include ensuring families in your community have access to essential nutrition services by providing essential administrative support for operations within the WIC program. You will support a variety of administrative functions such as scheduling and coordination, travel arrangements, procurement, invoice processing and reconciliation, records management, resource tracking, and general operational support.

You will work closely with admin and program staff in a collaborative environment, contributing to efficient, responsive, and well-coordinated public health operations that support the state's WIC program.

Our organization, mission, and culture:

The Division of Public Health is the state's lead public health agency focused on the services that protect the public's health and advance the health status of all Alaskans and communities by preventing illness and injury.

WIC is part of a public health program providing nutrition and breastfeeding education, counseling, support, referrals to needed services, and nutritious food to eligible women, infants, and children up to age five.

We embrace the values of excellence, innovation, continuous improvement, integrity, and inclusiveness.

In your role, you will positively impact the food security of families across Alaska.

The benefits of joining our team:

We are committed to employee health and well-being, offering opportunities for professional growth and development, and self-care in a supportive, collegial work environment with job stability and security.

Additional benefits include:

• option for hybrid telework, if desired
• 11 paid holidays
• paid leave
• retirement options
• insurance (health, vision, and dental)

The working environment you can expect:

This position is located either at the Juneau Public Health Center in Juneau, AK, or located in the heart of Anchorage, in the Frontier Building in mid-town Anchorage.

We are a close-knit and fun team dedicated to supporting health access and equity with a passion for improving the lives of families, women, infants, children, and adolescents. The Division of Public Health has a long history of collaboration with health care providers, non-profits, educators, and families on improving maternal, newborn, and early childhood health outcomes.

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:

Any combination of education and/or experience that provides the applicant with competencies in

Attention to Detail:

Is thorough when performing work and conscientious about attending to detail.

Computer Skills:

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

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

Problem Solving:

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

To view the general description and example of duties for this job class, please go to the following link and search for

[Administrative Assistant 2]

https://www.governmentjobs.com/careers/Alaska/classspecs

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

At the time of the interview, please provide the following:

• Three (3) professional references whom we may contact by phone are required. One (1) of these references must be your current or most recent supervisor, if not already provided in the application.
• Current performance evaluation, if available.
• A copy of academic transcripts (unofficial is okay; please ensure that the institution name/URL is listed on the transcripts) is used to verify that you meet the minimum qualifications.