Administrative Assistant 3

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

Job summary

The State of Alaska, Department of Transportation and Public Facilities in Anchorage, is seeking an Administrative Assistant 3 to support the Southwest District’s budget, procurement, payroll, HR, and operations. You will monitor an operating budget over $7 million, prepare financial reports, analyze spending trends, and advise supervisors on budget issues.

The role requires judgment, initiative, and adaptability in a dynamic district environment. Valid driver’s license is required.

Qualifications

• One year of journey-level administrative duties in HR, accounting, administration, or procurement.
• Two years of post-secondary education from an accredited college (32 sem. hours or 48 quarter hours equals 1 year).
• Two years of entry-level technical experience in administrative areas such as HR, accounting, administration, and procurement.

Responsibilities

• Support the Southwest District’s budget, capital projects, procurement, HR, payroll, and operations.
• Monitor expenditures for an operating budget exceeding $7 million and federal/state projects.
• Prepare financial reports, analyze funding and spending trends, and advise leadership on budget issues.
• Coordinate procurement, personnel, payroll, travel, and other administrative functions while ensuring compliance.

Skills

Accounting

Budget Administration

Clerical

Interpersonal Skills

Problem Solving

Education

Two years of post-secondary education

Job description

ATTENTION ALASKA RESIDENTS!

The Department of Transportation and Public Facilities (DOT&PF), Central Region Highways & Aviation, is looking for an Administrative Assistant 3 in Anchorage to help us Keep Alaska Moving!

What you will be doing:

You will perform a variety of technical and paraprofessional administrative duties supporting the Southwest District’s budget, capital projects, procurement, human resources, payroll, and operations. You will monitor and reconcile expenditures for an operating budget exceeding $7 million and multiple state- and federally funded projects. You will prepare financial reports, analyze funding and spending trends, and advise the District Superintendent and supervisors on budget issues and recommendations. You will coordinate procurement, personnel, payroll, travel, equipment, and other administrative functions while ensuring compliance with state and federal requirements. The position operates in a dynamic environment requiring sound judgment, initiative, problem‑solving, and the ability to adapt to changing district needs.

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 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. Please see here for more information: https://doa.alaska.gov/dop/workplace/benefits/

The working environment you can expect:

Our office is located at 5300 East Tudor Road in Anchorage, which has close access to trails and bus routes.

Who we are looking for:

To be successful in this position, the selected applicant will possess the following core competencies:

• Accounting: Knowledge of traditional accounting practices including accrual, obligations, and costs methods.
• Budget Administration: Knowledge of the principles and practices of budget administration and analysis; including preparing, justifying, reporting on, and executing the budget; and the relationships among program, budget, accounting, and reporting systems.
• Clerical: Knowledge of filing, typing, entering data, maintaining records, taking shorthand, and using and completing forms.
• 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.
• Problem Solving:Identifies problems; determines accuracy and relevance of information; uses sound judgment to generate and evaluate alternatives, and to make recommendations.

Special Note:

Valid Driver's License is required.

Qualifications

One year of experience performing journey-level technical duties in one or more administrative functional areas such as human resources, accounting, administration, procurement. This experience includes work such as Administrative Assistant 2, Accounting Technician 2, Human Resource Technician 2, and similar classes with the State of Alaska or the equivalent with another employer.

OR

Two years of post‑secondary education from an accredited college (32 semester hours or 48 quarter hours equals 1 year).

OR

Two years 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

Two years of any combination of post‑secondary education, vocational education, and/or entry‑level technical experience in one or more administrative functional areas such as human resources, accounting, administration, and procurement. (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.) The required 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.

Examples of journey‑level technical duties include:

• Calculating or auditing timesheets, including a variety of standard premium pays such as overtime, shift differentials, hazard, recall, and standby; reviewing and correcting calculations and coding completed by other staff; coordinating the notification of employees and supervisors of entitlements and obligations.
• Determining which of several accounts, journals, and ledgers are affected by a transaction and certifying entry or adjustment; and reconciling subsidiary account balance with control ledgers--for example, encumbrance, accounts receivable balance, project balance, and authorized balance.
• Purchasing supplies, materials, and equipment through vendors on the open market, contract awards and/or other standard forms of purchasing; preparing and processing documents in the receipt, issuing, and transferring of goods; expediting the flow of goods from vendor to user.

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.

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 (907) 465‑4095 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.

For specific information about this position, please contact the hiring manager at the following.

Name: Teodore Odena, Central Region Recruitment Coordinator

Phone: (907) 269‑0630

Email: [e-mail]