Administrative Assistant 2

Job Description

The Department of Corrections,

Division of Institutions,

is recruiting for an Administrative Assistant 2 position for the Palmer Correctional Center

located in Palmer, Alaska

Watch Alaska DOC's video here:

DOC 30 Second Cut

What you will be doing:

Under the general supervision of the Administrative Officer 2, develops and implements the annual spending plan for Palmer Correctional Center (PCC). Receives and verifies receipt of products and services, applies financial coding to invoices and submits to Juneau for payment. Responsible for the day-to-day management of the offender trust accounts. Maintains institutional personnel records, tracks, reviews and processes of staff evaluations and key members of the hiring team. has the lead of all payroll functions to include reviewing and entering employee biweekly payroll for 106 employees.

Our mission, values, and culture:

The mission of the State of Alaska Department of Corrections is to promote public safety. Our Division provides secure confinement, access to reformative programs, and offender management planning that promotes successful community reentry.

The benefits of joining our team:

In joining the Palmer Correctional Center, not only will you be an important part of a team but also have the opportunity for continued learning and growth. Convenient parking with winter plug-ins and a scenic drive to work while avoiding the congested commute to Anchorage!

The working environment you can expect:

Palmer Correctional Center is a medium and minimum custody facility located in Sutton which houses up to 500 inmates and 107 employees. Choosing to live and work in the charming Matanuska-Susitna Valley comes with a multitude of benefits such as a smaller hometown feel, access to every amenity, and an often shorter and less stressful work commute; just to name a few.

Who we are looking for:

We are interested in candidates who possess some or all of the following position specific competencies:

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 ambiguity.

Leadership: Influences, motivates, and challenges others; adapts leadership styles to a variety of situations.

Decision Making: Makes sound, well-informed, and objective decisions; perceives the impact and implications of decisions; commits to action, even in uncertain situations, to accomplish organizational goals; causes change

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

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

Minimum Qualifications

Six months 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

One year of advanced-level 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 post-secondary education from an accredited college (32 semester hours or 48 quarter hours equals 1 year)

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 Note:

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.

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

REQUIRED DOCUMENTS

If selected for an interview, the applicant must provide the following:

A list of three professional references

If using education to meet MQs, a copy of your degree or transcripts

Three most recent performance evaluations. If all three cannot be provided, a written explanation as to the reason.

PREA NOTIFICATION

The Department of Corrections follows and maintains federal and state requirements standards including, but not limited to, Prison Rape Elimination Act (PREA) standards which apply to all public and private institutions that house adult or juvenile offenders. PREA standards preclude the department from hiring or promoting anyone who has engaged in, or been convicted of any conduct which would violate PREA standards related to sexual assault including:

Sexual abuse in a prison, jail, lockup, community confinement facility, juvenile facility, or other institutions.

Convicted of engaging or attempting to engage in sexual activity in the community facilitated by force, overt or implied threats of force, or coercion, or if the victim did not consent or was unable to consent or refuse; or

Has been civilly or administratively adjudicated to have engaged in the activity described above.

EDUCATION

If post-secondary education is required to meet the minimum qualifications, 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 if used to meet the minimum qualifications for a position. Transcripts can be attached at the time of application or provided at the time of interview.

LEGAL EMPLOYMENT

The State’s online recruitment system, Workplace Alaska, requires applicants to certify that they have a legal right to accept employment in the United States. It is the responsibility of the employee to maintain