Administrative Assistant 2

Job Description

ATTENTION ALASKA RESIDENTS!

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 at the Juneau Job Center plays a vital role in the daily operations of Alaska’s Job Centers and contributes to program services across the state.

Duties include:

Accounting and Financial Management

: Create financial expenditure status reports to share with Management; update, analyze, audit and reconcile payments (travel, contractual, supplies, equipment, and grant line) in a case management system; advise management of potential financial over-expenditures and available balances within various program fund sources; process and track invoices for payment; track and reconcile credit card payments

Personnel and Payroll Support

: Biweekly timekeeping; provide assistance to hiring managers with recruitment, schedule interviews, coordinate personnel paperwork, and onboard new hires

Procurement and Inventory

: create Supply Requests (purchase orders), purchase supplies and equipment; complete inventory, and process and reconcile travel for job center clients and staff

Special Projects and Office Support

: Event coordination assisting in planning job fairs, conferences and meetings; maintain calendars, respond to public inquiries and coordinate conference rooms and shared calendars; supervise MASST and volunteer participants in clerical duties and training.

Our Mission, Values, and Culture:

The Department of Labor and Workforce Development, Division of Employment and Training Services’ (DETS) mission is to provide labor exchange, employment and training services, and unemployment insurance to Alaskans and Alaska businesses to advance opportunities for employment and provide economic stability for communities in Alaska. The Juneau Job Center team is a dynamic professional staff with diverse roles and expertise and are cross trained to work together to develop a successful workforce. Our core values are Integrity, Teamwork, Respect, Customer Service, Communication, Excellence, Training, and Creativity.

Benefits of Joining Our Team:

This position is the backbone of the organization and provides vital support to staff and customers in the job centers. The Department of Labor & Workforce Development has multiple professional development and promotional opportunities, and we pride ourselves on developing our staff for career advancement. The work schedule consists of 7.5-hour days, with a 37.5-hour workweek. The State of Alaska offers 12 paid holidays per year in addition to generous paid leave accrual, a comprehensive health benefits package, and a competitive retirement plan. Upon passing probation, you will be eligible for an Alternate Work Week Schedule that will provide every other Monday or Friday off.

The Working Environment You Can Expect:

The Juneau Job Center has plenty of free parking and is a short distance to area restaurants and shopping which makes getting out of the office for lunch or a short break very convenient and time efficient. This customer service driven position is full of variety with ever-changing priorities and assignments and involves extensive contact with staff and customers via phone, email, video, and face-to-face.

Who We Are Looking For:

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

Clerical

: Knowledge of filing, typing, entering data, maintaining records, taking shorthand, and using and completing forms

Manages and Organizes Information

: Identifies a need; gathers, organizes, and maintains information; determines its importance and accuracy, and communicates it by a variety of methods.

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.

Adaptability

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

Special Note:

For assistance with your application, we encourage applicants to contact the Juneau Job Center at (907) 465-4562.

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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