Administrative Assistant

The City & Borough of Juneau is looking to fill a Full-Time Administrative Assistant position in the Department of Administration!

This position supports all administrative functions within the Administration Department and the Information Technology (IT) Division, specifically under the supervision of the Manager’s Office Administrative Officer, and the direction of the IT Director or, in their absence, the Operations Manager.

WHO WE ARE LOOKING FOR

Our ideal candidate

for this position will have the following characteristics:

Excellent written communication and editing skills

Proficient with Microsoft Office suite of tools (Word, Excel, Publisher)

Significant level of comfort using technology, including a desire to learn new technology

Ability to work with a team, as well as independently

Ability to multitask

Positive attitude

Strong problem solving and customer service skills

Ability to organize and prioritize assigned tasks

Consistent, timely, and conscientious

WHAT IS IT LIKE TO WORK IN OUR DEPARTMENT

Information Technology (IT) is the primary technology support center for the CBJ. This division manages a vast range of technology throughout the CBJ. Technology is central to all business communications today, so a workday in IT is steady, challenging, and very satisfying. Members of the IT division work to resolve or guide our users through technology solutions.

THE BENEFITS OF JOINING OUR TEAM

In this position you will receive a competitive salary package that includes the opportunity for regular pay increases, 12 paid holidays a year, an excellent health insurance program that includes medical, dental, vision and orthodontia care options, paid leave and retirement credit through PERS (Public Employees’ Retirement System).

We value the health and well-being of our employees. The CBJ provides free parking, paid time off for parent teacher conferences, the ability to participate in a robust wellness program that includes discounts to CBJ recreational centers and local fitness programs, free bi-annual health screenings, free flu shots, free classes, challenges and webinars on healthy living to assist you with achieving work/life balance.

WORKING HOURS AND LOCATION

This position works (Monday through Friday) 8am – 4:30pm. Your office would be located in downtown Juneau in City Hall.

Typical Responsibilities

This position works closely with the IT Division staff on a variety of assignments, as well as with CBJ technology users to coordinate support.  This position requires strong organizational skills, independence on task completion, and the ability to provide excellent customer service to CBJ users, department staff, and contracted vendors. The successful candidate will facilitate efficient administrative management, handle some budgetary and invoicing tasks, as well as identify opportunities to improve current processes. This position requires excellent written communication and editing skills, and a strong level of competence with the Microsoft Office suite of tools (Word, Excel, PowerPoint, and Publisher). This position is the personnel gateway for IT, and as such, knows and executes the CBJ personnel policies and HR practices related to recruitment.

Typical responsibilities include the following:

Compile, draft, edit, format, and produce documents such as letters, memos, reports, forms, and charts, as assigned by the Director or Admin Officer.

Provide immediate clerical support to the Director of IT and secondary support to the Operations Manager in the coordination of meetings, delivery of critical information and organizational notifications, budget related documentation, budget development processing, and invoice and payment processing.

Provide backup clerical support to the Administrative Department under the supervision of the Manager’s Office Admin Officer.

Represent CBJ and the IT department in face-to-face encounters with the public and technology users and when answering phone calls, with a positive and pleasant demeanor.

Route support requests efficiently and to the appropriate location.

Assist with user account creation, modification, and separation.

Act as the primary point of contact for general personnel action requests, including tasks associated with recruitment.

Work with director to track and manage the division budget activity, including timely payments, accurate tracking, and appropriate archiving of vendor contracts.

Act as a travel officer for the department, making travel arrangements and reconciling travel expenses per policy.

Reconcile and track all departmental credit card transactions.