Administrative Assistant 3

Holland America-Princess (Holland America Dawson City Inn); Fairbanks (AK); On-site; USD 55,000 - 70,000; Full time

Job summary

Fairbanks Pioneer Home is seeking an administrative assistant to support the administrator and the home’s operations in a 24-hour, Eden Alternative environment. You will assist with budgets, personnel, payroll, medical records, Resident Trust Accounts, and professional services agreements.

The role emphasizes audits for regulatory compliance, timely reporting, and accurate data management to support elder Alaskan residents and staff.

Qualifications

• Professionalism and integrity in a government admin role.
• Knowledge of hiring, classification, benefits, and employment regulations.
• Ability to communicate clearly, both in writing and verbally.

Responsibilities

• Assist the administrator with budget review and regulatory compliance.
• Support personnel, payroll, medical records, and Resident Trust Accounts.
• Monitor operational data and prepare administrative reports.

Skills

Professionalism

HR knowledge

Leadership

Communication

Education

Post-secondary education

Job description

Job Description

This position is open to Alaska Residents only.

Please check our

residency definition

to determine if you qualify.

The mission of the Division of the Alaska Pioneer Homes is:

"Providing elder Alaskans a home and community, celebrating life through its final breath."

This position is a member the Fairbanks Pioneer Home administrative staff. It is an integral part of a highly motivated and customer service-oriented team in support of this assisted living home with up to ninety-one (91) elder residents.

Our division values

Positive Attitude:

"We enjoy what we do." Optimism inspires open-mindedness and creativity.

Love

: "We love who we serve." Out of love and respect for our residents, we put their needs before staff convenience.

Accountability:

"We do what we say." We are accountable to our residents, to their families and to each other. Accepting responsibility is essential as we plan and deliver care.

Trust:

"We say what we mean." Open and honest communication is crucial to earning the trust of our residents, their families and our coworkers.

Excellence:

"We provide excellent care, every resident, every day every time." Our own excellence inspires excellence in others, including residents, families and our coworkers.

What you will be doing

Under general direction and as an assistant to the administrator, this position performs a variety of administrative support tasks in support of the home; assists with budget review, personnel, payroll, medical records, Resident Trust Accounts, and Professional Services Agreements. Supervises administrative staff, performs audits for regulatory compliance, prepares and analyzes administrative reports, and monitors operational data to support home operations.

The benefits to joining our team

This position is part of an amazing team with opportunities to make a positive impact on the quality of life for Alaskan elders by providing excellent person-centered loving care and services. This position is surrounded by elder residents with many years of life experiences and wisdom who are in varying stages of their life journey.

The working environment you can expect

This job is located at the Fairbanks Pioneer Home, an assisted living home at 2221 Eagan Ave, Fairbanks, Alaska. It is nestled in 16 beautiful acres of birch and spruce trees, convenient to the local senior center next door.

Who we are looking for

Position-specific knowledge, skills and abilities that are desired or contribute to the success in this position:

Professionalism: Consistently displays the collection of competencies and skill expected of a professional. Professionalism is defined by its key behaviors including being accountable for actions and assigned projects; practicing efficient work habits to effectively manage time and workload; clearly communicating and expressing thoughts and ideas in writing and in person; possessing the ability to understand how non-verbal communication impacts the workplace; working effectively as part of a team to achieve productive outcomes; and consistently demonstrating, emotional intelligence, integrity, and ethical behavior.

Personnel and Human Resources: Knowledge of hiring, classification, benefits, labor relations, negotiation, and Federal, state, and local employment regulations.

Leadership: Influences, motivates, and challenges others; adapts leadership styles to a variety of situations.

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.

Other Job information

This position is in support of the Pioneer Home, which is a 24-hour facility.

This Pioneer Home is an Eden Alternative facility, where the environment includes contact with plants, flowers, and pets including cats, dogs, fish, and birds.

Employees of the Pioneer Home receive continual screening for tuberculosis, criminal history and COVID-19 as required by the facility.

Minimum Qualifications

One year of experience performing journey-level technical duties in one or more administrative functional areas such as human resources, accounting, administration, and 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.

Special Note

Examples of journey-level technical duties

• 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

• 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;