Administrative Assistant 2

Job Description

The Department of Revenue, Tax Division is hiring for an Administrative Assistant 2 in Juneau!

Come be a part of our small but mighty team, where your everyday actions make a real impact on Alaskans.

Please Note:

This position is open to Alaska Residents only.

Please visit

https://doa.alaska.gov/dop/recruitment/alaskaRes/

What You Will Be Doing:

Act as the first point of contact in the Juneau office, including directing and assisting visitors and tax inquiries as appropriate, logging visitors with access badges and maintaining the secure badge access log.

Primary Contact for general administrative duties in the Juneau office such as mail processing, conference room scheduling, record retention, facility maintenance and basic office equipment upkeep.

Assist imaging personnel with preparing documents for imaging and the imaging process.

Research, process and enter various administrative documents which could include timekeeping, invoices, payments, procedures, employee onboarding and separating, employee travel and reconciliation and procurement.

Assist Administrative Officer I with development of office procedures.

Serve as liaison between Juneau Tax Division and building management for building access, parking, maintenance, and safety compliance.

Assist the Administrative Officer I and Administrative Operations Manager 1 with various duties and projects as assigned and as backup in their absence and in the absence of the other Administrative Assistant 2.

Mission and Values/Culture:

The Tax Division office collects state taxes and administers tax laws, while promoting compliance. Our small administrative support team provides support to approximately 100 professional and paraprofessional staff working in over 20 different tax types and gaming related programs both in Juneau and Anchorage. This position plays a vital role serving as the Juneau Tax Division administrative contact, and the scope of work includes administrative support, financial management support, human resources support, and facility management. The incumbent must be self-motivated, demonstrate high initiative and problem-solving skills, and have strong written and oral communication with the staff and the public.

Benefits of Joining Our Team:

The State of Alaska provides a comprehensive benefits package that includes strong retirement options, generous PTO, and medical, dental, vision, and life insurance coverage to support your overall well-being.

The Working Environment You Can Expect:

This position is located on the 11th floor of the State Office Building in Juneau, Alaska. This position serves as the front desk contact for the Tax Division in Juneau. Presence in the office is required.

Who We Are Looking For:

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

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.

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.

Adaptability:

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

Interpersonal Skills:

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

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

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

**PLEASE READ THE FOLLOWING CAREFULLY**

DISCLOSURE OF PRIOR STATE EMPLOYMENT

All employment with the State of Alaska

, including but not limited to full-time, part-time, seasonal, temporary, on-call, etc. positions must be disclosed in your application.

Failure to provide this information may result in the disqualification of your application.

REQUIRED OF ALL APPLICANTS

At the time of the interview, please ensure that you provide the following materials:

List of three (3) professional references to include daytime telephone and email address. One must be a current or former supervisor.

Last two (2) performance evaluations. If unavailable, supervisory letters of recommendation can be substituted.