LTNP Administrative Assistant 3 (PCN 25N27004)

State of Alaska; Anchorage (AK); On-site; USD 55,000 - 72,000; Full time

Job summary

The Alaska Department of Transportation and Public Facilities (DOTPF) is seeking an LTNP Administrative Assistant 3 to support AIAS operations and the Alaska airport system. This role provides essential admin and financial support, coordinates procurement, and assists with budgeting and reconciliation tasks.

You will also back up recruitment activities and collaborate with multiple internal teams to keep the AIAS functioning smoothly for Ted Stevens Anchorage and Fairbanks airports.

Qualifications

• One year of journey-level administrative duties in HR, accounting, administration or procurement.
• Two years of post-secondary education (32 semester hours or 48 quarter hours).
• Two years of entry-level technical/admin experience in related areas.
• Two years of any combination of post-secondary education, vocational education and/or entry-level experience.

Responsibilities

• Coordinate procurement activities, authorize payments and expenditures.
• Monitor expenditures and revenues; assist with budget reporting and adjustments.
• Provide admin support to AIAS Director and Administrative Operations Manager.
• Backup Recruitment Coordinator handling recruitment, hiring, onboarding.
• Support Alaska International Airport System operations for Ted Stevens and Fairbanks airports.

Skills

Adaptability

Attention to Detail

Computer Skills

Oral and Written Communication

Education

One year of journey-level administrative duties

Two years of post-secondary education

Two years of entry-level administrative experience

Two years of any combination of education/experience

Job description

ATTENTION ALL ALASKA RESIDENTS!

The Department of Transportation and Public Facilities (DOTPF), Division of Facilities Services, is looking for an LTNP Administrative Assistant 3 to help us Keep Alaska Moving!

What you will be doing:

As the Administrative Assistant 3, you will serve as the primary administrative support position for the Alaska International Airport System (AIAS), playing a critical role in supporting the daily business operations of one of the nation's premier aviation systems. In this position, you will:

• Coordinate procurement activities, authorize payments and expenditures, resolve vendor discrepancies, and help ensure AIAS receives the best value while maintaining compliance with State policies.
• Support AIAS financial operations by monitoring expenditures and revenues, assisting with budget reporting and adjustments, and managing travel, invoicing, procurement card administration, and reconciliation processes.
• Provide administrative support to the AIAS Director and Administrative Operations Manager while working collaboratively with Finance, Budget, Information Technology, Planning and Development, Air Service Development, Communications, and other administrative teams.
• Serve as the backup Recruitment Coordinator, assisting with recruitment, hiring, and onboarding activities that support a growing and evolving organization.
• Contribute to the success of the Alaska International Airport System by helping ensure the administrative and financial functions that support both Ted Stevens Anchorage International Airport and Fairbanks International Airport operate efficiently and effectively.

Our mission, values, and culture:

The State of Alaska Department of Transportation and Public Facilities’ mission is to Keep Alaska Moving. We are working toward a modern, adaptable, flexible transportation system that will be resilient as we tackle our challenges. We believe collaboration, communication, and coordination increase our ability to succeed. Creating teams that are focused on results, working together, and leveraging resources across our department, with community and private sector partnerships, increases our ability to accomplish our mission and serve Alaskans.

The benefits of joining our team:

Joining the Alaska Department of Transportation & Public Facilities (DOTPF) offers an array of benefits, with career growth opportunities at the forefront. As an integral part of Alaska's infrastructure development and maintenance, DOTPF provides employees with a dynamic and diverse work environment where they can continually enhance their skills and climb the career ladder. The department values professional development, offering training programs and mentorship opportunities to help individuals expand their expertise and advance in their chosen fields. With the vast and unique challenges of Alaska's geography and climate, employees can work on groundbreaking projects that contribute to the state's growth, making the DOTPF an ideal choice for those seeking a fulfilling and evolving career in transportation and public facilities.

The State of Alaska has a generous benefits package and an excellent retirement plan. Please see here for more information: https://doa.alaska.gov/dop/workplace/benefits/.

The DOTPF core values are integrity, excellence, and respect. We support an environment focused on teamwork and collaboration to achieve results. We succeed in achieving our transportation mission through building credibility with our customers, stakeholders, and the public. A successful candidate will have sound judgment, decision-making, and a strong ethical and professional conduct history.

Working environment you can expect:

Working at the Alaska Department of Transportation and Public Facilities (DOTPF) offers a uniquely challenging and rewarding environment. With Alaska's diverse and expansive terrain, coupled with its extreme weather conditions, employees of the DOTPF can work in various locations, including remote locations and urban centers, addressing a wide range of transportation needs. Their roles demand adaptability and resourcefulness as they maintain and improve roads, bridges, airports, ports, and public facilities in a state known for rugged terrain and extreme seasonal changes. This work not only presents professionals with a range of fascinating challenges but also allows them to contribute to developing and maintaining critical infrastructure against the backdrop of Alaska's breathtaking natural beauty, reflecting a strong commitment to safety and environmental responsibility.

Who we are looking for:

To be successful in this position, the selected applicant will possess the following core competencies:

• Adaptability: adjusts planned work by gathering relevant information and applying critical thinking to address multiple demands and competing priorities in a changing environment.
• 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.
• 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.

To view the general description and example of duties for the position please go to the following link: https://www.governmentjobs.com/careers/Alaska/classspecs

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:

• 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.

At time of interview, applicants are requested to submit (if not already attached to your application):

• Three (3) professional references, including name, job title, and current phone numbers.
• Copy of academic transcripts (unofficial are okay, please ensure that the institution name/URL is listed on the transcript) if using education to verify that you meet the minimum qualifications.

ALASKA RESIDENTS ONLY

Please be sure to check our residency definition to determine if you qualify.

AIRPORT SECURITY BADGE

Candidates for this position must be eligible for an airport identification badge in accordance with Transportation Security Administration (TSA) regulations (49 CFR 1542) which requires fingerprinting and a criminal background check. The successful applicant must pass a fingerprint-based criminal history record check as well as a comprehensive background investigation, along with a Transportation Security Administration Security Threat Assessment.

EDUCATION

To verify education is being used to meet and/or support the required minimum qualifications/competencies, you must fill in the Education section of the application. If you have not obtained a degree, please indicate the number of units completed. Copies of transcripts are required to verify educational credentials used to meet or support the minimum qualifications/competencies for a position and are required with each application. (Unofficial is okay; please ensure the institution/URL name is listed on the transcripts). Transcripts can be attached at the time of application or provided at the time of interview; if not, transcripts will be required before employment.

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.

WORK EXPERIENCE

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

NOTE: Attaching a resume or curriculum vitae is not an alternative to filling out the application in its entirety. Noting "see resume or CV" or any similar response on any portion of your application may lead to a determination your application is incomplete and removal from consideration for this job posting.

EEO STATEMENT

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

For specific information about this position, please contact the hiring manager at the following:

Name: Miranda Varvil, Recruitment Coordinator

Phone: [phone]

Email: [e-mail]