Administrative Assistant 2

Job Description

This position is open to Alaskan Residents only.

Please check out the

residency definition

to determine if you qualify.

Join us as an Administrative Assistant 2

What you will be doing

You will be a vital part of the Libraries, Archives, and Museums (LAM) Management Team.

Accounts payable/receivable, payroll, and HR tasks

Procurement, travel coordination, and budget tracking

Point of sale operations and building management

Daily operations (working Sunday -Thursday during tourist season, Monday - Friday during off-season)

Our Mission, Values, and Culture

LAM's mission is to promote lifelong learning through Alaska's diverse history, art, and culture.

This position supports that mission by delivering essential financial and administrative services across all sections, strengthening collaboration and stewardship.

Benefits of Joining Our Team

Supportive, collegial work environment

Access to training and professional development

Career advancement opportunities within the State of Alaska

Meaningful work that serves Alaska's communities

Opportunity to build skills and grow professionally

The Working Environment You Can Expect

Located in the beautiful Father Andrew P. Kashevaroff (APK) Building in downtown Juneau.

The building offers dedicated parking, an on-site café, and scenic views of the Gastineau Channel and surrounding mountains.

The work culture is collaborative and professionally inspiring.

Who We Are Looking For

Accounting Operations: Knowledge of general ledger accounting and the control/subsidiary account relationships and reconciliation techniques, including accounts receivable, accounts payable, and disbursing officer's accountability

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

Analytical Thinking/Problem Solving: uses a logical, systematic, sequential approach to address problems or opportunities or manage a situation by drawing on one’s knowledge and experience base and calling on other references and resources as necessary.

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

Interpersonal Skills: Treats others with courtesy, sensitivity, and respect. Considers and responds appropriately to the needs and feelings of different people in different situations.

If you can imagine yourself in this role, we encourage you to apply!

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

At the time of the interview, please provide the following:

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.

Current performance evaluation, if available.

A copy of academic transcripts (unofficial is okay; please ensure that the institution name/URL is listed on the transcripts) is used to verify that you meet the minimum qualifications.

Please read the information below carefully. This applies to your application submission.

Additional Information:

While CPR and First Aid certification are desirable, they are not required by regulation or law.

Valid driver`s license, preferred.

Frequent use of: Alaska Administrative Manual, Alaska Administrative Code, Alaska Statutes, union contracts, State Personnel Rules, ALDER, IRIS manuals.

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

If education is completed in a foreign college or university, it 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 the 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 th