Administrative Assistant 2 (WIC Administrative Assistant - PCN 061683)

State of Alaska; United States; Hybrid; USD 42,000 - 52,000; Full time

Benefits offered by this job

Hybrid telework option

11 paid holidays

Paid leave

Retirement options

Health, vision, and dental insurance

Job summary

The State of Alaska Department of Health is seeking an Administrative Assistant II to support the WIC program at the Juneau Public Health Center and the Anchorage Frontier Building. You will provide essential administrative services including scheduling, travel arrangements, procurement, invoice processing, and records management to ensure smooth operations for Alaska's WIC program.

Ideal candidates bring attention to detail, solid computer and customer service skills, and problem-solving

Qualifications

• Attention to detail and thoroughness in administrative tasks.
• Strong computer skills using databases and automated systems.
• Customer service skills to assist clients and staff and resolve inquiries.
• Ability to problem-solve, exercise judgment, and improve processes.

Responsibilities

• Six months of entry-level technical experience in administrative areas such as human resources, accounting, administration, or procurement.
• One year of advanced-level clerical experience (e.g., Office Assistant 2, Accounting Clerk).
• One year of post-secondary education from an accredited college or university (32 semester hours or 48 quarter hours).
• One year of any combination of post-secondary education, vocational education, and/or advanced-level clerical experience.

Skills

Attention to Detail

Computer Skills

Customer Service

Problem Solving

Job description

Job Details

• Posting number: 55125
• Department: Health
• Division: Public Health
• Job classification: Administrative Assistant 2
• Posting type: Open
• Categories: Administrative Assistant, Public Health

Summary

Welcome to the Department of Health!

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:

• 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.

Examples of duties

• 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).

Qualifications

• 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.

Special Instructions for Foreign Education

If education is completed in a foreign college or university, it 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 the 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. The omission of the required documentation listed will result in an incomplete application, and you will not receive further consideration.

Work Experience

When using work experience not documented in your application, please provide the employer's name, job title, employment dates, and whether you worked full-time or part-time. Applications will be reviewed to determine if the responses are supported and if minimum qualifications are met. Work experience needed to meet the minimum qualifications must be documented in the application. If the application does not support minimum qualifications, the applicant may not advance to the interview and selection phase of the recruitment. A resume will not be used to determine that minimum qualifications have been met for the position you are applying for.

If you have currently or previously been appointed to a flexibly staffed position, please ensure your work experience within a flexibly staffed position indicates the actual dates employed at each level. Ensure your time and any subsequent flex promotion(s) are documented as a separate position. This is required as minimum qualifications require experience at a particular level in which the lower level may not be considered. If this information is not accurately reflected in your application, this may cause the processing of your application for consideration to be delayed.

NOTE: Attaching a resume or curriculum vitae is not an alternative to filling out the application. Noting "see resume or CV" 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.

The State of Alaska does not provide VISA Employer sponsorships.

SCOPE OF RECRUITMENT

• Multiple Locations: The location of this position is currently in Juneau. The position may be located in Anchorage or Juneau, depending upon the location of the most qualified candidate. Please select the location(s) you are willing to be considered for. There is one position to be filled.
• 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.

Supplemental Information

For specific information in reference to the position, feel free to contact the hiring manager at:
Carol Quintanilla, Program Coordinator 2
Phone: [phone]
Email: [e-mail]