Administrative Assistant 3

Job Description

ATTENTION! DEPARTMENT OF TRANSPORTATION & PUBLIC FACILITIES EMPLOYEES ONLY!

The Department of Transportation and Public Facilities (DOT&PF), Northern Region Highways and Aviation is looking for an Administrative Assistant 3 to help us

Keep Alaska Moving!

What you will be doing:

Join a team that helps build Alaska’s future.

This position plays a key role in keeping Northern Region Maintenance and Operations running smoothly by coordinating recruitment, personnel actions, and related administrative processes.

The position serves as a trusted resource to hiring managers, Human Resources, and division leadership, providing guidance throughout recruitment and onboarding, ensuring compliance with applicable policies and agreements, tracking vacancies and position changes, and assist in resolving payroll and personnel issues.

This position offers the opportunity to make a meaningful impact through problem-solving, process improvement, and supporting the workforce that keeps Alaska’s roads and airports operating.

Our organization, mission, and culture:

The State of Alaska Department of Transportation and Public Facilities’ mission is to Keep Alaska Moving.  We are working toward a modern, adaptable, flexible transportation system that will be resilient as we tackle our challenges. We believe collaboration, communication, and coordination increase our ability to succeed. Creating teams that are focused on results, working together, and leveraging resources across our department, with community and private sector partnerships, increases our ability to accomplish our mission and serve Alaskans.

The benefits of joining our team:

Joining the Alaska Department of Transportation & Public Facilities (DOT&PF) offers an array of benefits, with career growth opportunities at the forefront. As an integral part of Alaska's infrastructure development and maintenance, DOT&PF provides employees with a dynamic and diverse work environment where they can continually enhance their skills and climb the career ladder. The department values professional development, offering training programs and mentorship opportunities to help individuals expand their expertise and advance in their chosen fields. With the vast and unique challenges of Alaska's geography and climate, employees can work on groundbreaking projects that contribute to the state's growth, making the DOT&PF an ideal choice for those seeking a fulfilling and evolving career in transportation and public facilities.

The State of Alaska has a generous benefits package and an excellent retirement plan. Please see here for more information:

https://doa.alaska.gov/dop/workplace/benefits/.

The DOT&PF core values are integrity, excellence, and respect.  We support an environment focused on teamwork and collaboration to achieve results.  We succeed in achieving our transportation mission through building credibility with our customers, stakeholders, and the public.

The working environment you can expect:

This position is centrally located in Fairbanks at the DOT&PF office on Peger Road. Our office environment fosters collaboration, teamwork, and professional growth in a supportive and team-oriented atmosphere. Employees enjoy a workplace culture that values knowledge sharing, problem-solving, and mutual support.

Who we are looking for:

To be successful in this position, the selected applicant will possess the following core competencies:

**Please provide detailed descriptions of your duties in the “Work Experience” section, clearly outlining how your skills and experience align with the competencies listed below**

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.

Analytical Thinking/Problem Solving:

uses a logical, systematic, sequential approach to address problems or opportunities or manage a situation by drawing on one’s knowledge and experience base and calling on other references and resources as necessary.

Attention to Detail:

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

Integrity/Honesty

: Behaves in an honest, fair, and ethical manner. Shows consistency in words and actions. Model’s high standards of ethics.

To view the general description and example of duties for positions please go to the following link:

https://www.governmentjobs.com/careers/Alaska/classspecs

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