Administrative Assistant 2

Job Description

This Individual Position is Exempt from the Hiring Freeze. Qualified Applicants are Encouraged To Apply.

Welcome to the Department of Health!

We’d be delighted to have you join our team.

If you envision yourself in this role and are ready to start an exciting career with us, apply today!

This position is open to current State of Alaska employees only.

Please check the definition below to determine if you qualify.

What you will be doing:

Lead and coordinate Section procurement and fiscal operations, including Field Purchase Orders, Purchase Requisitions, invoices, expenditure tracking, and ensuring transactions comply with State policies and procedures.

Support program managers with contracts, grants, and purchasing, providing guidance and helping develop, review, submit, and track required documentation through the approval process.

Manage Section travel and financial activities, including coordinating employee travel, monitoring spending plans, reconciling expenditures, and resolving coding or payment discrepancies.

Provide human resources and personnel support, including recruitment, onboarding, employee records, timekeeping, training coordination, and processing personnel actions.

Serve as a lead administrative resource for the Section, overseeing procedures, records, property, technology needs, and other administrative operations while supporting staff and identifying opportunities to improve efficiency.

Our organization, mission, and culture:

The Division of Public Health’s mission is to protect and promote the health of Alaskans and exemplifies these values.

Our division values are:

Accountability

- We are committed to responsible use of human, financial, and environmental resources.

Respect

- We provide service without discrimination or judgment.

Human potential

- We are committed to developing each Alaskan's potential as a healthy individual as well as fostering strong, healthy communities.

Integrity

- We are honest and ethical in all we do.

Scientific Excellence

- We are committed to adding to and contributing to the body of scientific knowledge and using the best available knowledge and data to set public health policy.

The benefits of joining our team:

Join our dynamic, diverse, and high-performing team, where no two days are the same and every day presents new opportunities to make a difference. In this role, you'll have the opportunity to utilize your full range of professional talents and skills in meaningful ways, contributing to initiatives that support and improve the public’s health. You'll work alongside dedicated colleagues in a collaborative and supportive environment that values innovation, teamwork, and continuous learning.

Additional benefits include:

Hybrid telework opportunities (following the initial training period)

Flexible work schedule options

12 paid holidays annually

Generous paid leave benefits

Retirement plan options

Comprehensive health, dental, and vision insurance

Pet insurance options

Job stability and security

Opportunities for professional growth and development

The working environment you can expect:

This position is located in the Frontier Building in Midtown Anchorage and offers the opportunity for hybrid telework following the initial probationary period. You'll have the chance to apply your financial expertise to meaningful work that supports programs improving the health and well-being of Alaska’s women, children, and families, making a tangible impact in communities across the state.

Who we are looking for:

The ideal candidate will possess some or all of the following position-specific competencies in addition to the minimum qualifications listed below:

Attention to Detail:

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

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.

Computer Skills:

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

Customer Service:

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

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.

To view the general description and example of duties for this job class, please go to the following link and search for

Administrative Assistant 2

:

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

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

Three (3) professional refer