Administrative Assistant I (DLA)

State of Alaska; Juneau (AK); On-site; USD 90,404,000 - 97,424,000; Full time

Job summary

The Division of Legislative Audit (DLA) in Juneau, Alaska seeks an administrative assistant to provide essential clerical and financial support. This entry-level role offers on-the-job training and exposure to payroll, accounting, travel planning, and records management in a professional office environment.

You will work with the legislative auditor, staff, and committee, contribute to accurate data entry, file maintenance, and routine correspondence while upholding confidentiality and state

Qualifications

• One year of advanced clerical experience with the State of Alaska or equivalent.
• Ability to lift up to 40 pounds.
• Experience with payroll, accounting, and property inventory is preferred.

Responsibilities

• Perform payroll, accounting, ordering and receiving functions.
• Prepare and maintain property records and inventory.
• Book travel for staff and manage purchasing.
• Answer phones, greet visitors, and handle routine inquiries.
• Maintain electronic file databases and logs.
• Assist with personnel records and HR system updates.
• Ensure confidentiality of sensitive information.

Skills

Organizational skills

Verbal and written communication

Attention to detail

Time management

Teamwork

Independence

Adaptability

Microsoft Office

Education

High school diploma or equivalent

Post-secondary education / vocational training

Tools

IRIS

HRM software

Job description

The Division of Legislative Audit (DLA)

is seeking a dynamic self-starter to join its administrative team. The selected candidate will provide administrative and clerical support to the legislative auditor, legislative audit staff, and the Legislative Budget and Audit Committee. The position works 37.5 hours a week.

General Description

The administrative assistant works in a professional office environment performing a variety of administrative support tasks in areas such as accounting, personnel, payroll, inventory, travel, purchasing, and special projects. This is the agency's entry-level administrative position and will receive on-the-job training to perform the duties. The position is supervised by the Administrative Manager position.

Salary

$31.55-33.85/hr. ($2,366.25-2,538.75 bi-weekly)

Distinguishing Characteristics

This is a fully exempt job class under Alaska Statute 39.25.110(3). Division of Legislative Audit employees are required to be politically neutral. Currently, we are not providing visa employer sponsorships.

Essential duties include but are not limited to:

• Perform the division’s payroll, accounting, ordering and receiving functions, including:
• Process payroll
• Determine coding for financial documents and enter transactions into the state system
• Assist with annual property inventory and maintaining property records in the state system
• Create delivery orders and purchase office supplies
• Reconcile purchasing card transactions
• Receive and receipt money
• Answer telephone calls on a multi-line system, greet visitors, and answer routine inquiries.
• Receive, open, date stamp, and deliver incoming mail and other materials and file correspondence.
• Assist with maintaining electronic file databases and logs.
• Book travel for audit and legislative staff.
• Adhere to standard administrative procedures.
• Assist with maintaining personnel records for division.
• Prepare cards, labels, envelopes, folders and other memoranda.
• Assist with performing personnel functions in the state administrative system, such as promotions, changes in status, entering new employees, separating employees and transfers.
• Enter and maintain audit projects in the time system and assist with maintaining internal audit project dashboards.
• Conducts and facilitates general office cleaning in conference room, kitchen, and all main areas to maintain a professional appearance.
• Perform other duties as assigned.

Applicants should possess the following skills:

• Strong organizational skills with the ability to prioritize multiple and competing tasks and productively manage time.
• Strong verbal and written communication skills.
• Ability to work efficiently under pressure and produce quality work when there are numerous interruptions throughout the day.
• Skill in comparing data from a variety of sources for accuracy and completeness, identifying discrepancies and making corrections.
• Ability to alphabetize, code, rank numerically, sort and batch various files and documents and perform arithmetic computations using decimals, percentages, and fractions.
• Strong work ethic with reliable attendance and positive attitude.
• Ability to work independently as well as part of a team.
• Ability to comprehend written material and interpret and apply rules and instructions.
• Ability to assess situations accurately and take prompt action.
• Ability to be flexible and adapt in an often changing and busy environment.
• Ability to establish and maintain cooperative working relationships internally and externally.
• Proficient in using Microsoft Office products (Excel, Word & Outlook) with the ability to create and maintain word documents and excel spreadsheets.
• Ability to lift up to 40 pounds.
• Possess a valid driver’s license.
• Ability to keep sensitive material and project information confidential.
• Knowledge of the state's accounting system software (IRIS and HRM) is desired, but not required.
• Working knowledge of business correspondence and typing formats; and proper English grammar, composition, spelling, and punctuation.

Special notes:

• This position is not eligible for telework.
• This is a fragrance-free workplace.

One year of advanced clerical experience. This experience includes work such as Office Assistant 2, Accounting Clerk, and similar classes with the State of Alaska or the equivalent with another employer.

OR

One year of any combination of post-secondary education, vocational education, and/or advanced-level clerical experience. (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.)

Special Instructions for Foreign Education
Education completed in foreign colleges or universities may be used to meet the above requirements, if applicable. If utilizing this education you must show that the education credentials have been submitted to a private organization that specializes in interpretation of foreign educational credentials and that such education has been deemed to be at least equivalent to that gained in conventional U.S. education programs; or an accredited U.S. state university reports the other institution as one whose transcript is given full value, or full value is given in subject areas applicable to the curricula at the state university. It is your responsibility to provide such evidence when applying.

Selection Procedure
Applicants are required to meet the minimum qualifications as outlined above. DLA's selection criteria requires all applications contain the required information before determining eligibility to interview. If an application is not complete and/or minimum qualifications have not been met, applicants will not be considered for an interview.

EEO Statement
DLA complies with Title I of the Americans with Disabilities Act. Individuals with disabilities who require accommodation should contact our main office at [phone] in Juneau or correspond with the division compliance auditor through email at [e-mail]. DLA is an equal opportunity employer.

Emily Farnsworth
Operations Manager
(907) 465-418
[e-mail]