Administrative Assistant 3 (12-2028)

Job Description

**This recruitment is open only to current State of Alaska employees or those having transfer or rehire rights to this job classification**

WHAT YOU WILL BE DOING:

General:

Coordinate administrative activities and provide guidance on administrative procedures, rules, regulations, and statutes and perform administrative activities to help meet administrative needs of the organization.

Accounting and Financial Managemen

t: Process encumbrances, expenditures, adjustments, billings, and other transaction documents to reconcile accounts; maintain records of transactions and status of accounts. Process requests for payment for grants, contracts, or RSAs; review for compliance with contract provisions such as billing methods and availability of funds and ensure that general administrative procedures have been followed.

Procurement/Purchasing

: Receive procurement requests from end users and determine the appropriate method of meeting the need. Provide guidance by recommending procurement methods and explaining procedures and regulations.

Personnel Management / Facility Management

: : Serve as liaison with human resource staff on Family and Medical Leave Act (FMLA) and Alaska Family Leave Act (AFLA) entitlements. Coordinate the notification of employees and supervisors of entitlements and obligations, track FMLA and AFLA use and notification of employees when entitlement is expiring, and answer questions about FMLA and AFLA. Review leases and offer recommendations for amendments or terminations based on changes in funding, reorganizations, and staffing levels.

Special Projects

: Gather, evaluate, and assemble information into special reports that include summary tables, graphs, charts, and explanatory texts.

OUR ORGANIZATION, MISSION, AND CULTURE:

Our Mission is to prevent the loss of life and property from fire and explosions. Fire safety is improved through three means. Our Bureaus are formed on that basis:

Enforcement (Life Safety Inspection Bureau)

Engineering (Plan Review Bureau)

Education (Bureau of Fire Accreditation, Standards and Training

THE BENEFITS OF JOINING OUR TEAM:

This is a diverse, unique, and challenging opportunity within statewide fire and life safety. Employees benefit from a collaborative culture and mission driven environment that values integrity, service, and continuous improvement. The work is deeply meaningful, providing the chance to make a direct and lasting impact on the safety and resilience of Alaska’s communities. By joining our team, you contribute to safeguarding lives and property across the state

THE WORKING CONDITIONS YOU CAN EXPECT:

The office location is 3000 C Street, Suite 200, Anchorage, AK 99503. It is a very convenient mid-town Anchorage location.

WHAT WE ARE LOOKING FOR:

Thorough knowledge of administrative processes necessary to support the operations of a business, such as personnel, purchasing and inventory, accounts payable/receivable, and financial monitoring.

Skill in the use of computers for maintaining financial data and customer information, word processing, or similar office activities.

Skill in interpreting, explaining, and applying a variety of rules, bargaining contracts and instructions for a wide variety of people, both orally and in writing.

Ability to establish and maintain cooperative working relationships with others.

Ability to communicate effectively, both orally and in writing, and to exercise sound judgment in a wide variety of situations.

The Department of Public Safety strives to preserve the peace, enforce the law, prevent and detect crime, and protect life and property.  All positions support or carry out the Department's mission. If our mission interests you and this position embodies your strengths, please consider joining our team.

More information about the Department of P

ublic Safety can be found on our website:

http://dps.alaska.gov/

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

C

OVER LETTER

A cover letter is NOT required for this position.

Your complete application will be used to determine which applicants will advance to the interview phase of the recruitment and selection process.

AT

TIME OF INTERVIEW:

Transcripts and certificates.

Last (2) performance evaluations (letter of recommendation from current or former supervisor may be substituted.

A list of three (3) professional references an