Administrative Assistant 3 (02-1202)

Job Description

This position is open to Alaska Residents only. Please check our

residency definition

to determine if you qualify.

What You Will Be Doing

The Public Defender Agency is seeking a motivated and experienced Administrative Assistant 3 to join our Administrative Services team in our Anchorage office. In this role, you will perform and coordinate a wide range of advanced administrative functions that support our offices statewide.

Key responsibilities would include:

Managing travel reconciliations and reimbursements

Assisting with division-wide payroll, recruitment, and personnel actions,

Assisting with procurement and fiscal support activities,

Troubleshooting office and administrative issues, as needed

Providing backup to the Administrative Officers.

Our Organization, Mission, and Culture

The Sixth Amendment guarantees the right to counsel in many types of cases and the Public Defender Agency is appointed by the Court to represent people who are unable to afford counsel on their own. Administrative Assistants are an integral part of supporting that representation and protecting our clients' rights. They work closely with Agency staff to maintain the effective business operations of the Agency. You play a critical role in supporting this mission by managing the administrative work that keeps everything running smoothly. The position comes with a great mix of responsibilities—steady challenges, engaging tasks, and a fast pace.

The Benefits of Joining Our Team

Administrative staff at the Public Defender Agency have the opportunity to hone their administrative and clerical skills to further their career development. Most importantly, they get to do this while working as a team to provide meaningful contributions to Alaska, as the work we do impacts people’s lives and protects the constitutional rights of all Alaskans. This important work helps improve case outcomes for individuals charged with crimes, helps re-unify families, and provides the foundation for successful re-entry into communities.

Your first 12 months in the Agency are probationary and considered a training period, with formal and on-the-job training with your supervisor and your colleagues.

The Working Environment You Can Expect

Our office is located in downtown Anchorage near the Nesbett and Boney courthouses. The hours are Monday through Friday, 8:00 AM – 4:30 PM with an hour lunch at noon.  The position works in the Administrative Services section of Agency in the Anchorage office, collaborating with other staff and Division leads on a frequent basis to ensure the Agency's success.

Who We Are Looking For

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

Accounting: Knowledge of traditional accounting practices including accrual, obligations, and costs methods.

Contracting/Procurement: Knowledge of various types of contracts, techniques, or requirements (for example, Federal Acquisitions Regulations) for contracting or procurement, and contract negotiation and administration.

Personnel and Human Resources: Knowledge of hiring, classification, benefits, labor relations, negotiation, and Federal, state, and local employment regulations.

Legal, Government, and Jurisprudence: Knowledge of laws, legal codes, court procedures, precedents, legal practices and documents, Government regulations, Executive orders, agency rules, Government organization and functions, and the democratic political process.

Minimum Qualifications

One year of experience performing journey-level technical duties in one or more administrative functional areas such as human resources, accounting, administration, and procurement. This experience includes work such as Administrative Assistant 2, Accounting Technician 2, Human Resource Technician 2, and similar classes with the State of Alaska or the equivalent with another employer.

OR

Two years of post-secondary education from an accredited college (32 semester hours or 48 quarter hours equals 1 year).

OR

Two years 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

Two years of any combination of post-secondary education, vocational education, and/or entry-level technical experience in one or more administrative functional areas such as human resources, accounting, administration, and procurement. (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.) The required 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.

Special Note:

Examples of journey-level technical duties include:

-Calculating or auditing timesheets, including a variety of standard premium pays such as overtime, shift differentials, hazard, recall, and standby; reviewing and correcting calculations and coding completed by other staff; coordinating the notification of employees and supervisors of entitlements and obligations.

-Determining which of several accounts, journals, and ledgers are affected by a transaction and certifying entry or adjustment; and reconciling subsidiary account balance with control ledgers--for example, encumbrance, accounts receivable balance, project balance, and authorized balance.

-Purchasing supplies, materials, and equipment through vendors on the open market, contract awards and/or other standard forms of purchasing; preparing and processing documents in the receipt, issuing, and transferring of goods; expediting the flow of goods from vendor to user.

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.

Additional Required Information

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

THIS RECRUITMENT IS FOR ALASKA RESIDENTS ONLY

Please be sure to check our

residency definition

to determine if you qualify.

Time time of interview

, please be prepared to provide:

College transcripts (if using education to meet the minimum qualifications)

Three professional references, two who have had supervisory experience over you, including current email and/or daytime phone number

EDUCATION

If post-secondary education is required to meet the minimum qualifications, 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 if used to meet the minimum qualifications for a posit