Administrative Assistant 2

Job Description

This recruitment is exempt from the Hiring Freeze (Administrative Order 358).

ATTENTION DEPARTMENT OF LABOR EMPLOYEES!

The Department of Labor and Workforce Development, Division of Employment and Training Services, is recruiting for an

Administrative Assistant 2 located in Juneau!

No Cover Letter Required!

This position is in the General Government Unit (GGU) at a Range 14.

What You Will Be Doing:

The Administrative Assistant 2 provides administrative, personnel, accounting, and financial support to staff within the division. This includes a range of activities such as human resource matters, timesheet entry, coding financial transactions, and travel. If you enjoy working on diverse and challenging projects and want to be part of a friendly work atmosphere and have a desire to learn, we are excited to meet you.

This Administrative Assistant 2 position plays an important role in ensuring the division is able to accomplish its mission by supporting division staff and outside customers.

Our Mission, Values, and Culture:

Current leadership is extremely knowledgeable and is committed to ensuring the success of all team members; an efficient and successful delivery of the work product is important but cultivating a fun and friendly work environment is just as important. Alaska's Unemployment Insurance (UI) mission is dedicated to providing unemployed workers fast and accurate payment of UI benefits. With the seasonal nature of much of the state's workforce and Alaska's vast remoteness, UI benefits serve not only to bridge the economic gap for the individual worker, but also stabilizing influence on local economies.

Benefits of Joining Our Team:

The department supports a teleworking environment for employees who meet telework qualifications and live in Juneau, Alaska. We are committed to employee wellness and the work life balance needs. Positions within the State of Alaska offer paid leave accrual, paid holidays leave, a comprehensive retirement plan, and competitive health, visions, and dental plan.

The Working Environment You Can Expect:

You will immediately begin training with the lead Administrative Assistant in an effort to support your learning success. Our office uses collaborative teamwork to achieve our goals and division mission in a cooperative way.

Who We Are Looking For:

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

Customer Service

: Anticipates and meets the needs of both internal and external customers. Delivers high-quality products and services; is committed to continuous improvement

Integrity

: Contributes to maintaining the integrity of the organization; displays high standards of ethical conduct and understands the impact of violating these standards on an organization, self, and others; is trustworthy.

Self-Management

: Sets well-defined and realistic personal goals; displays a high level of initiative, effort, and commitment towards completing assignments in a timely manner; works with minimal supervision; is motivated to achieve; demonstrates responsible behavior.

Organizational Awareness

: Knows the organization's mission and functions, and how its social, political, and technological systems work and operates effectively within them; this includes the programs, policies, procedures, rules, and regulations of the organization.

Adaptability

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

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

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

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PLEASE READ THE FOLLOWING INSTRUCTIONS & INFORMATION CAREFULLY

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DEPARTMENT ONLY RECRUITMENT

Applicants must currently work in the department that is being recruited for and have held or currently hold permanent employment status in any position in the classified service as defined in

Alaska Statute 39.25.100

. Permanent employment status is defined as holding permanent status in ANY job class in the current period of employment with no break in service (separation from State of Alaska employment) since the permanent status was earned.

DOCUMENTS REQUIRED AT THE TIME OF INTERVIEW

A list of three (3) professional references, one of which should be your most recent supervisor, including name, job title, employer, and current phone number(s).

A copy of your last three (3) performance evaluations, or two (2) letters of reference if evaluations are unavailable.

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 the appropriate documentation to accept or continue legal employm