Administrative Assistant 3 - Fairbanks Area

State of Alaska; Fairbanks (AK); Vor Ort; USD 52.000 - 75.000; Vollzeit

Zusammenfassung

The State of Alaska Department of Natural Resources, Division of Forestry & Fire Protection, seeks an Administrative Assistant 3 for the Fairbanks area. The role provides direct support, supervises staff, and serves as Finance Section Chief during incidents, with opportunities to develop procedures and guidance aligned with state policies.

Residency is limited to Alaska residents. The position emphasizes detail orientation, financial management, procurement, travel, and personnel supervision in

Qualifikationen

• One year of journey-level admin experience in HR, accounting, administration or procurement.
• Two years of post-secondary education qualifies for the role.
• Alternative: two years of entry-level admin experience in related fields.
• Alternative: two years of any combination of qualifying education and experience.

Aufgaben

• Provide direct support to Fire Management Officer and team in Fairbanks.
• Supervise and evaluate two Office Assistant 2s and one Account Technician 1.
• Develop procedures per Alaska Administrative Manual and related guides.
• Act as Finance Section Chief for type 3 and initial attack incidents in Fairbanks Area.

Kenntnisse

Adaptability

Problem solving

Attention to detail

Financial management

Oral and written communication

Ausbildung

One year journey-level admin duties

Two years post-secondary education (32 sem hrs / 48 qtr hrs)

Two years of entry-level admin experience

Two years of any combination of education/experience in admin roles

Jobbeschreibung

The Department of Natural Resources, Division of Forestry & Fire Protection,is recruiting for an Administrative Assistant 3 in Fairbanks.

This position is open to Alaska Residents only.

Please check our residency definition to determine if you qualify.

What You Will Be Doing:

• Provide direct support to the Fire Management Officer, Assistant Fire Management Officers, Wildland Fire Resource Technicians, and Type 2 Initial Attack crew in the Fairbanks Area.
• Supervise, train, and evaluate two Office Assistant 2s and one Account Technician 1.
• Supervised by Regional Administrative Officer
• Expected to perform at the advanced proficiency level in human resources, budget management and monitoring, personnel management and supervision, accounting and financial management, fire business management, travel, procurement, and general administrative duties.
• Works closely with the Regional Administrative Officer and Area Fire Management Officer to develop procedures and guidelines set forth in the Alaska Administrative Manual, Alaska Incident Management Team Supplement, Staffing & Action Guide, State and local Policies and Procedures, Cooperative Bargaining Agreements, and Standard Operating Procedures.
• In addition to Administrative Services, this position acts as Finance Section Chief for type 3 and initial attack incidents in the Fairbanks Area, with potential to support statewide.
• Acts as a liaison with Incident Management Teams that are assigned to emergency incidents in the Fairbanks Area.

Mission and Values/Culture:

The Division of Forestry & Fire Protection fosters a mission-driven culture and protects Alaska’s values, including life and property, from wildland fire. The Division of Forestry & Fire Protection works closely with federal, state, and local emergency response agencies as well as private industry vendors to provide wildland fire management and protection for the State of Alaska. The Fire Protection Program's administrative section's position is an integral part of administratively supporting forestry & Fire Protection's workforce.

The high-functioning administrative team you will join supports the “boots on the ground” who protect people, property, and resources in Alaska and nationwide. Across its multifaceted functions, this position faces diverse challenges and offers the opportunity to contribute to the DOF mission's success.

Our administrative section’s values can be summed up as PRIDE – Positive, Reliable, Inspiring, Dependable, and Efficient – as we work hard to support Forestry & Fire protection’s mission.

We are looking for an enthusiastic, dependable, and detail-oriented individual to join our admin team.

Benefits of Joining Our Team:

Benefits of joining the DOF administrative team include the opportunity to work with dedicated professionals who support each other while providing essential support to our critical wildland fire program and our expanding hazardous fuels program. The administrative team is expanding, adding new staff, and actively creating a new administrative structure to support the division's new organization.

The Working Environment You Can Expect:

This is a full-time position located in Fairbanks at the Division of Forestry & Fire Protection, Fairbanks Area Fire Management office.

DFFP encourages teamwork and camaraderie. This environment helps promote friendship and loyalty within the organization. These close-knit relationships motivate our employees and align them to work harder, cooperate, and support one another. Our team is made up of individuals with diverse talents, communication skills, strengths, and abilities.

We are looking for a candidate who possesses the following position-specific competencies.

• Adaptability: Adjusts planned work by gathering relevant information and applying critical thinking to address multiple demands and competing priorities in a changing environment.
• Problem Solving: Identifies and analyzes problems; weighs relevance and accuracy of information; generates and evaluates alternative solutions; makes recommendations.
• Attention to Detail: Is thorough when performing work and conscientious about attending to detail.
• Financial Management: Understands the organization's financial processes. Prepares, justifies, and administers the program budget. Oversees procurement and contracting to achieve desired results. Monitors expenditures and uses cost-benefit thinking to set priorities.
• 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.

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 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.

** Please read the information below carefully. **

If invited to interview,

please bring the following materials. Failure to do so may result in loss of consideration. Required documents include:

• Valid Driver’s License
• A list of at least three references with current contact information, with at least one being a current or former supervisor.
• A copy of any forestry and/or fire-related training certificates.
• A copy of your two most recent performance evaluations, or a letter of reference if evaluations are not available.

SPECIAL NOTICES

• This position may travel during the fire season (April 1 - August 31 or later) for up to 14-21 days at a time, within Alaska to assist area offices with fire, as well as attending meetings or training.
• Will be required to work or need to be available during evenings and/or weekends, depending on the need during the fire season.
• May work towards qualifications for other positions utilized in the Incident Command System.

Application Notice

Instructions for applying are available on the Workplace Alaska webpage. We must receive your application by 5:00 p.m. Alaska Standard Time on the closing date.

Supplemental Questions

For your application to be evaluated, you must answer the Supplemental Questions. The State of Alaska (SOA) uses four proficiency levels to measure and describe an applicant’s competence in applying specific behaviors, knowledge, skills, and abilities to accomplish a specific task. The four proficiency levels are Mastery, Fluency, Literacy, and Discovery. You must rate your proficiency level for each competency listed in the supplemental questions.

Education

If post-secondary education is required to meet the minimum qualifications, complete the Education section of the application. If you have not yet obtained a degree, please indicate the units you have completed. Copies of transcripts are required to verify educational credentials if used to meet the minimum qualifications for a position.

Special Instructions for Foreign Education

Education completed at foreign colleges or universities may be used to meet the minimum qualifications listed above. If using this education to meet minimum qualification requirements, you must demonstrate that the credentials have been submitted to a private organization specializing in interpreting foreign educational credentials and that such education has been deemed at least equivalent to that gained in standard U.S. education programs. Alternatively, an accredited U.S. post-secondary institution must report that the other institution's transcript is given full value or that full value is recognized in relevant subject areas aligned with the post-secondary institution's curricula. You must provide this evidence when applying.

Work Experience

If using work experience not already documented in your application, also provide the employer’s name, job title, employment dates, and whether full-time or part-time. Applications will be reviewed to determine whether the responses are supported and whether the minimum qualifications are met. If they are not, the applicant may not advance to the recruitment interview and selection phase.

Note

Attaching a resume does not substitute for completing the application in full. Noting "see resume" 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.

Bargaining Unit

If you are a current state employee, please indicate the union to which you belong at the time of application. Do not complete this question if you are not a current state employee.

Driver’s License Requirement

Applicants must possess a valid driver's license. Proof of licensure will be required prior to reporting to duty.

Please ensure your application (through work history, training, education, licenses, certifications, etc.) supports/demonstrates that you possess the minimum required competencies for the job class.

EEO STATEMENT

The State of Alaska complies with Title I of the Americans with Disabilities Act (ADA). Individuals with disabilities who require accommodation, auxiliary aids or services, or alternative communication formats should 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.

If you choose to be contacted by email, please ensure that your email address is correct on your application and that your spam filter will permit emails from the governmentjobs.com domain.

Workplace Alaska Application Questions & Assistance

Please direct questions about application submission or system errors to the Workplace Alaska hotline at 1-800-587-0430 (toll-free) or [phone] if you are in the Juneau area. You may also email requests for information to [e-mail].

For password assistance, please visit the password reset page.

For specific information about this position, please get in touch with the hiring manager at the following:

Heather Spencer

Administrative Officer

Phone: [phone]

Email: [e-mail]