Administrative Assistant 3 - Fairbanks Area

Natural Resources; Fairbanks (AK); On-site; USD 45,000 - 60,000; Full time

Job summary

The Department of Natural Resources, Division of Forestry & Fire Protection, is recruiting for an Administrative Assistant 3 in Fairbanks. This full-time role supports the Fire Management Officer and related officers, supervises a small admin team, and serves as Finance Section Chief during incident response.

The position emphasizes HR, budget management, and procurement within statewide fire protection operations.

Qualifications

• One year of journey-level administrative duties in human resources, accounting, administration, or procurement.
• Two years of post-secondary education (32 semester hours or 48 quarter hours) equal to one year of experience.
• Two years of entry-level technical experience in administrative areas such as HR, accounting, administration, and procurement.

Responsibilities

• 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.
• Act as Finance Section Chief for Type 3 and initial attack incidents in the Fairbanks Area, with potential statewide support.
• Develop procedures and guidelines per the Alaska Administrative Manual, Alaska Incident Management Team Supplement, Staffing & Action Guide, and SOPs.

Education

Two years of post-secondary education (32 semester hours or 48 quarter hours)

Two years of entry-level administrative experience (Administrative Assistant 1/2, Accounting Technician 1/2, HR Technician 1/2)

Two years of combination of education and experience in admin functions

Tools

None

Job description

Job Description

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.

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 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 doc