Administrative Assistant 1 - Coastal Region

Job Description

The Department of Natural Resources, Division of

Forestry & Fire Protection,

is recruiting for an

Administrative Assistant 1 in Palmer.

This position is open to Alaska Residents only.

Please check our

residency definition

to determine if you qualify.

What You Will Be Doing:

This position is vital to operations at the Coastal Region Office in Palmer, AK, and includes a wide range of duties. This position greets and assesses the needs of the public, vendors, and state employees by phone or in person, then assists by answering questions, requesting support, or directing them to another office or facility. It provides administrative support by managing travel, reconciling state credit card transactions, processing invoices, maintaining records, and assisting with project work. This person serves as the main point of contact for EFF (Emergency Fire Fighter) hiring, payroll, and workers' compensation by communicating needs, providing documents in a timely manner, and researching missing information. This position serves as a backup to other administrative staff in their absence and fills in by doing a variety of tasks during a busy fire season.

Mission and Values/Culture:

The Division of Forestry & Fire Protection fosters a mission-driven culture and is responsible for protecting 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 high-functioning administrative team you will join supports the “boots on the ground” who protect people, property, and resources in Alaska and nationwide.

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 DFFP 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 position is in Palmer at the Division of Forestry & Fire Protection Admin building at 101 Airport Road, Palmer, AK 99645. It is part of the Palmer Complex, including the Warehouse and Hangar. The Admin building offers great views of the Chugach and Talkeetna mountains.

We are looking for a candidate who possesses the following position-specific competencies.

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.

Problem Solving: Identifies problems; determines accuracy and relevance of information; uses sound judgment to generate and evaluate alternatives, and to make recommendations.

Computer Skills: Uses computers, software applications, databases, and automated systems to accomplish work.

Flexibility: Is open to change and new information; adapts behavior or work methods in response to new information, changing conditions, or unexpected obstacles; effectively deals with uncertainty.

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

Click here

to learn more about working for the Division of Forestry & Fire Protection.

Minimum Qualifications

Six months 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

Six months 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 Note:

Examples of advanced clerical experience include:

-Reviewing complex or questionable applications or documents and searching files and regulations to determine accuracy of information to clarify applicant status; using judgment in applying criteria, rules, regulations, and policies; providing information to organizational unit staff on administrative processes and procedures; tracking expenditures; and completing necessary administrative paperwork according to regulations.

-Composing letters and memoranda; completing and reviewing forms for completeness and accuracy using readily available information from multiple sources and established guidelines and procedures. Examples of such tasks include time sheets, appointment paperwork, or required drug testing notifications for employees in positions requiring possession of a valid Commercial Driver's License (CDL).

Additional Required Information

** Please read the information below carefully. **

If invited to interview,

please bring the following materials. Failure to do so may result in loss of consideration. Required documents include:

Three professional references.

Valid driver's license.

SPECIAL NOTICES

This position requires travel 1-5 times annually within Alaska to attend meetings or training.

May work towards qualifications for other positions utilized within the Incident Command System.

Will be required to work or be available during evenings and/or weekends, depending on the need during the fire season (April 1 - August 31 or later).

Application Notice

You can ONLY apply for this position through the Workplace Alaska website or by submitting a paper application. Instructions for applying are available on the Workplace Alaska

How to Apply

webpage

. We must receive your application by 5:00 p.m. Alaska Standard Time on the closing date.

Supplemental Questions

For your application to be evaluated, you must answer the Supplemental Questions. The State of Alaska (SOA) uses four proficiency levels to measure and describe an applicant’s competence in applying specific behaviors, knowledge, skills, and abilities to accomplish a specific task. The four proficiency levels are Mastery, Fluency, Literacy, and Discovery. You must rate your proficiency level for each competency listed in the supplemental questions.

Education

If post-secondary education is required to meet the minimum qualifications, you must fill out the Education section of the application. If you have not yet obtained a degree, please indicate the units you have completed. Copies of transcripts are required to verify educational credentials if used to meet the minimum qualifications for a position.

Special Instructions for Foreign Education

Education completed at foreign colleges or universities may be used to meet the minimum qualifications listed above. If using this education to meet minimum qualification requirements, you must demonstrate that the credentials have been submitted to a private organization specializing in interpreting foreign educational credentials and that such education has been deemed at least equivalent to that gained in standard U.S. education programs. Alternatively, an accredited U.S. post-secondary institution must report that the other institution's transcript is given full value or that full value is recognized in relevant subject areas aligned with the post-secondary institution's curricula. You must provide this evidence when applying.

Work Experience

If using work experience not already documented in your application, also provide the employer’s name, job title, employment dates, and whether full or part-time. Applicat