Administrative Assistant 3

Job Description

Welcome to the Department of Health!

We’d be delighted to have you join our team.

If you envision yourself in this role and are ready to start an exciting career with us, apply today!

This position is open to Alaskan Residents only.

Please check out the

residency definition

to determine if you qualify.

What you will be doing:

As an Administrative Assistant 3, you will provide administrative support to the Section of Rural and Community Health Systems within the Division of Public Health. You will play a vital role by providing direct support for travel planning, personnel management, accounts payable, financial management, and procurement. The Administrative Assistant 3 ensures conformity to State, Department, and Section policies and procedures while developing, evaluating, and adapting internal processes as needed.

Our organization, mission, and culture:

The Division of Public Health’s mission is to protect and promote the health of Alaskans and exemplifies these values.

Our division values are:

Accountability

- We are committed to responsible use of human, financial, and environmental resources.

Respect -

We provide service without discrimination or judgment.

Human potential

- We are committed to developing each Alaskan's potential as a healthy individual as well as fostering strong, healthy communities.

Integrity -

We are honest and ethical in all we do.

Scientific Excellence -

We are committed to adding to and contributing to the body of scientific knowledge and using the best available knowledge and data to set public health policy.

The benefits of joining our team:

Join our vibrant, diverse, and high-performing team, where each day offers new opportunities to grow your skills and experience. Enjoy stable scheduling with 12 paid holidays, personal leave with increasing accrual rates over time, excellent insurance coverage, and hybrid telework options.

The working environment you can expect:

This position is located at the Frontier building in mid-town Anchorage, providing ample covered parking, building security, vending machines for snacks and drinks, and a variety of nearby restaurants and stores. Embrace a friendly, flexible, and supportive work environment.

Who we are looking for:

The ideal candidate will possess some or all of the following position-specific competencies in addition to the minimum qualifications listed below:

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.

Customer Service:

Anticipates and meets the needs of both internal and external customers. Delivers high-quality products and services; is committed to continuous improvement.

Manages and Organizes Information:

Identifies a need; gathers, organizes, and maintains information; determines its importance and accuracy, and communicates it by a variety of methods.

Attention to Detail:

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

Computer Skills:

Uses computers, software applications, databases, and automated systems to accomplish work

To view the general description and example of duties for this job class, please go to the following link and search for

[Administrative Assistant 3]

:

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 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

At the time of the interview, please provide the following:

Three (3) professional references, whom we may contact by phone, are required. One (1) of these references must be your current or most recent supervisor, if not already provided in the application.

Current performance evaluation, if available.

A copy of academic transcripts (unofficial is okay; please ensure that the institution name/URL is listed on the transcripts) is used to verify that you meet the minimum qualifications.

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

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 indicate the number of units completed  Copies of transcripts are required to verify edu