Administrative Assistant 3 (PCN 062049)

State of Alaska; Anchorage (AK); On-site; USD 50,000 - 70,000; Full time

Job summary

State of Alaska is seeking an Administrative Assistant 3 to lead administrative operations within the Section of Epidemiology, including coordination of scheduling, travel, procurement, and records management.

The role supports statewide infectious disease prevention and response efforts, working closely with administrative staff to ensure efficient, responsive operations in a collaborative public health setting.

Qualifications

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

Responsibilities

• Oversee and provide administrative support for operations within the Central Services Unit, including the Infectious Disease team.
• Supervise and coordinate scheduling, travel, procurement, invoice processing and reconciliation, and records management.
• Coordinate priorities with administrative and program staff to ensure efficient operations.
• Support statewide infectious disease prevention and response efforts through operational excellence.

Skills

Attention to Detail

Computer Skills

Customer Service

Problem Solving

Human Capital Management

Job description

This position is open to Alaskan Residents only. Please check the residency definition to determine if you qualify.

What you will be doing:

In this position, you will play an important leadership role within the Section of Epidemiology by overseeing and providing administrative support for operations within the Central Services Unit, including the Infectious Disease team. You will supervise and coordinate key administrative functions including scheduling, travel, procurement, invoice processing and reconciliation, records management, resource tracking, and general operational support. You will work closely with administrative and program staff in a collaborative environment, providing guidance, coordinating priorities, and helping ensure efficient and responsive operations. Your work will directly support statewide infectious disease prevention and response efforts.

Our organization, mission, and culture:

The Section of Epidemiology is dedicated to protecting and improving the health of Alaskans through timely, data-driven action on infectious diseases and environmental health hazards. We value collaboration, public service, and strong partnerships with Tribal, local, state, and federal partners to support effective public health prevention and response across the state. As part of this team, you will contribute to a supportive and mission-driven environment where administrative excellence helps ensure programs can deliver critical public health services to communities throughout Alaska.

The benefits of joining our team:

• Joining our team gives you the opportunity to support critical public health work that helps protect Alaskans from infectious diseases. You will work with a collaborative team of public health professionals who value accuracy, coordination, and service to the community. The State of Alaska offers various benefits, such as paid time off, paid holidays, comprehensive health insurance, and retirement benefits. This role also provides opportunities for professional development and advancement within. Your work will directly support programs that improve patient safety and public health outcomes across the state.

The working environment you can expect:

Your new workspace is an office setting in the Frontier Building, boasting stunning views of the Chugach and Alaska Mountain Ranges. Our Midtown location makes it easy to find lunch options, whether you drive, walk, or bike.

The Frontier Building also offers ample free-covered parking, onsite vending machines, excellent building security, and a formal walking track on the top floor of the parking garage.

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.
• Human Capital Management: Builds and manages workforce based on organizational goals, budget considerations, and staffing needs. Ensures that employees are appropriately recruited, selected, appraised, and rewarded; takes action to address performance problems. Manages a multi-sector workforce and a variety of work situations

To view the general description and example of duties for this job class, please go to the following link and search for Administrative Assistant 3:

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.

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

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.

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

• 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.

• 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 accommodations, auxiliary aids, or services, or alternative communication formats, please call 1-800-587-4095 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 in reference to the position, feel free to contact the hiring manager at:

Maddie Viens / Administrative Officer 1

Phone: [phone]

Email: [e-mail]