Administrative Assistant 3 (12-3162)

Job Description

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

**Classification Notice**

This Position Description is currently being reviewed by the Division of Personnel & Labor Relations, Classification Section. Depending on the outcome of the allocation, this recruitment pool may or may not be utilized to fill this vacancy.

The salary is dependent upon the location of hire:

Anchorage = $29.64 per hour

Juneau = $31.12 per hour

WHAT YOU WILL BE DOING:

As an administrative support member of the Commissioner’s office, you will independently perform and coordinate a variety of advanced level administrative activities and provide guidance on administrative procedures, rules, regulations, and statutes for the Commissioner’s office. The types of support include internal human resources, payroll, recruitment, procurement, personnel actions, fiscal, travel, case file management, property custodian, case management system liaison, back up to Executive Secretary 3 and general troubleshooting service.

OUR ORGANIZATION, MISSION, AND CULTURE:

The Department of Public Safety DPS strives to preserve the peace, enforce the law, prevent and detect crime, and protect life and property. As a member of DPS, you would be instrumental in ensuring this mission is met by providing direct support of law enforcement activities.

THE BENEFITS OF JOINING OUR TEAM:

As a member of one of the most unique law enforcement agencies in the nation, you will be part of a team that embraces the core values of loyalty, integrity, courage, compassion, leadership, and accountability as they serve rural Alaska. In this fast-paced environment, you will work directly with the public and DPS staff to ensure our mission is being met.

THE WORKING CONDITIONS YOU CAN EXPECT:

This position will be located at the Anchorage or Juneau Commissioner office. The work environment is friendly, team-oriented, and productive.

WHAT WE ARE LOOKING FOR:

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 ability to multi-task and prioritize.

Working Knowledge of Administrative Processes

: Supports business operations, such as financial monitoring, accounts payable/receivable, personnel actions, and equipment purchasing.

Attention to Detail

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

Computer Skills

: Strong skills and experience with Microsoft Word, IRIS, Excel, Outlook, and Teams, as well as excellent proofreading and grammar skills.

Communication Skills:

Ability to communicate and work effectively with senior management, adapt to changing priorities, and maintain collaborative relationships

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.

BACKGROUND CHECK

This position requires the incumbent to submit to a fingerprint based criminal history background check.  Due to the sensitive nature of this position, and required access to APSIN, an applicant with criminal convictions will not move forward in the selection process.

CONFIDENTIALITY AGREEMENT

The successful candidate will be required to read, understand, and agree to via signature, an agreement of confidentiality concerning the work commonly encountered within the Department of Public Safety to qualify for this position.

EDUCATION

To verify education is being used to meet and/or support the required minimum qualifications/competencies, you must fill in the Education section of the application. If you have not obtained a degree, please indica