Project Assistant (XE)

Holland America-Princess (Holland America Dawson City Inn); Alaska; On-site; USD 42,000 - 62,000; Full time

Job description

Job Description

This Individual Position is Exempt from the Hiring Freeze.

Welcome to the Department of Health!

We're delighted to have you join our team.

This position is open to Alaskan Residents only.

Location: This position may be in Anchorage, Bethel, Fairbanks, Homer, Juneau, Kenai, Ketchikan, Kodiak, Nome, Sitka and Wasilla, depending upon the location of the most qualified candidate.

What you will be doing

In this role, you will provide general project and administrative support to the Eligibility Modernization Office (EMO), helping keep assignments, records, approvals, and communications organized and moving forward. You will track project tasks, milestones, action items, and deliverables, and coordinate routine follow-up with internal staff and external vendors. You will support light vendor management by maintaining contract files, monitoring required documentation and deliverable status, and routing questions and approvals to the appropriate staff. The Project Assistant also maintains contract and invoice tracking logs, checks submissions for completeness, monitors approval and payment status, and organizes supporting records for the office's accounting and contract administration functions. Additional duties include meeting coordination, document control, report preparation, system-access support, and other project support needed to keep EMO work on schedule.

Our organization, mission, and culture

The Division of Public Assistance is committed to promoting self-sufficiency and providing basic living expenses to Alaskans in need. At the Division of Public Assistance, we work for the common good of, and earn the respect of, the clients, families, and communities we serve.

We honor cultural, geographic and economic diversity and seek community involvement in our decisions and service delivery.

The benefits of joining our team

• We provide a competitive benefits package, flexible work schedules, and job stability.

The working environment you can expect

You'll work with a tech-forward team that’s geographically distributed, collaborating virtually with colleagues and contractors across Alaska and the U.S.

Who we are looking for

The ideal candidate will possess some or all of the following position-specific competencies listed below:

Project Management

Knowledge of the principles, methods, or tools for developing, scheduling, coordinating, and managing projects and resources, including monitoring and inspecting costs, work, and contractor performance.

Contracting/Procurement

Knowledge of various types of contracts, techniques, or requirements (for example, Federal Acquisition Regulations) for contracting or procurement, and contract negotiation and administration.

Attention to Detail

Is thorough when performing work and conscientious about attending to detail.

Project Coordination & Vendor Support

Describe your experience supporting projects involving multiple tasks, deadlines, internal staff, and external vendors. What tools or methods did you use to track assignments, follow up on deliverables, and keep work moving on schedule?

Contract & Invoice Tracking

Describe your experience maintaining contract, purchase, or invoice tracking records. How did you verify information for completeness and accuracy, monitor approvals or payment status, and address discrepancies or missing documentation?

Administrative Support & Document Control

Provide an example of how you organized project records, coordinated meetings or reviews, and prepared communications or reports for a project or management team. How did your attention to detail and use of Microsoft Excel, Outlook, or other tools support the team’s work?

Minimum Qualifications

This is an exempt position – see specific job posting for additional information.

Additional Required Information

• Three (3) professional references, whom we may contact by phone, are required. One (1) of these references must be your current or most recent supervisor, if not already provided in the application.
• A copy of academic transcripts (unofficial is okay; please ensure that the institution name/URL is listed on the transcripts) is used to support that you meet the minimum qualifications competencies.

Special Instructions for Foreign Education

If education is completed in a foreign college or university, it may be used to meet the above requirements, if applicable.

Work Experience

Work experience needed to meet the minimum qualifications must be documented in the application. Applications will be reviewed to determine if the responses are supported and if minimum qualifications are met.