Project Assistant (XE)

Job Description

This Individual Position is Exempt from the Hiring Freeze. Qualified Applicants are Encouraged To Apply.

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.

This position is currently located in Anchorage

.

The position may be in

Anchorage, Bethel, Fairbanks, Homer, Juneau, Kenai, Ketchikan, Kodiak, Nome, Sitka and Wasilla,

depending upon the location of the most qualified candidate.

We invite you to watch our "Welcome to DPA" video here:

https://vimeo.com/1023052645?share=copy

What you will be doing:

In this role, you will provide general project and administrative support to the Eligibility Modernization Office (EMO), helping keep assignments, records, approvals, and communications organized and moving forward. You will track project tasks, milestones, action items, and deliverables, and coordinate routine follow-up with internal staff and external vendors. You will support light vendor management by maintaining contract files, monitoring required documentation and deliverable status, and routing questions and approvals to the appropriate staff. The Project Assistant also maintains contract and invoice tracking logs, checks submissions for completeness, monitors approval and payment status, and organizes supporting records for the office’s accounting and contract administration functions. Additional duties include meeting coordination, document control, report preparation, system-access support, and other project support needed to keep EMO work on schedule.

Our organization, mission, and culture:

The Division of Public Assistance is committed to promoting self-sufficiency and providing basic living expenses to Alaskans in need. At the Division of Public Assistance, we work for the common good of, and earn the respect of, the clients, families, and communities we serve.

We honor cultural, geographic and economic diversity and seek community involvement in our decisions and service delivery.

The benefits of joining our team:

The Division of Public Assistance is devoted to developing and sustaining a quality workforce by developing staff and encouraging career advancement within the agency.

We foster growth and learning, and believe in your career growth and advancement opportunities within our division.

We provide a competitive benefits package, flexible work schedules, and job stability.

The working environment you can expect:

You’ll work with a tech-forward team that’s geographically distributed, collaborating virtually with colleagues and contractors across Alaska and the U.S.

Who we are looking for:

The ideal candidate will possess some or all of the following position-specific competencies listed below:

Project Management:

Knowledge of the principles, methods, or tools for developing, scheduling, coordinating, and managing projects and resources, including monitoring and inspecting costs, work, and contractor performance.

Contracting/Procurement:

Knowledge of various types of contracts, techniques, or requirements (for example, Federal Acquisition Regulations) for contracting or procurement, and contract negotiation and administration.

Attention to Detail:

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

Project Coordination & Vendor Support

:

Describe your experience supporting projects involving multiple tasks, deadlines, internal staff, and external vendors. What tools or methods did you use to track assignments, follow up on deliverables, and keep work moving on schedule?

Contract & Invoice Tracking

:

Describe your experience maintaining contract, purchase, or invoice tracking records. How did you verify information for completeness and accuracy, monitor approvals or payment status, and address discrepancies or missing documentation?

Administrative Support & Document Control

:

Provide an example of how you organized project records, coordinated meetings or reviews, and prepared communications or reports for a project or management team. How did your attention to detail and use of Microsoft Excel, Outlook, or other tools support the team’s work?

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

Project Assistant

:

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

classspecs

Minimum Qualifications

This is an exempt position – see specific job posting for additional information

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.

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

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

SUPPLEMENTAL QUESTIONS

For your application to be evaluated, you

must

answer the Supplemental Questions.

The State of Alaska uses four proficiency levels to measure and describe an applicant's competence in applying specific behaviors, knowledge, skills, and abilities to accomplish a specific task. The four proficiency levels are Mastery, Fluency, Literacy, and Discovery. You must rate your proficiency level for each competency listed in the supplemental questions.

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 educational credentials used to meet or support the minimum qualifications/competencies for a position and are required with each application  (Unofficial is okay; please ensure the institution/URL name is listed on the transcripts)  Transcripts can be attached at the time of application or provided at the time of interview; if not, transcripts will be required before employment.

SPECIAL INSTRUCTIONS FOR FOREIGN EDUCATION

If education is completed in a foreign college or university, it may be used to meet the above requirements, if applicable. If utilizing this education, you must show that the education credentials have been submitted to a private organization that specializes in the interpretation of foreign educational credentials and that such education has been deemed to be at least equivalent to that gained in conventional U.S. education programs or an accredited U.S. state university reports the other institution as one whose transcript is given full value, or full value is given in subject areas applicable to the curricula at the state university.

It is your responsibility to provide such evidence when applying.

The omission of the required documentation listed will result in an incomplete application, and you will not receive further consideration.

WORK EXPERIENCE

When using work experience not documented in your application, please provide the employer's name, job title, employment dates, and whether you worked full-time or part-time Applications will be reviewed to determine if the responses are supported and if minimum qualifications are met Work experience needed to meet the minimum qualifications must be documented in the application If the application does not support minimum qualifications, the applicant may not advance to the interview and selection phase of the recruitment

A resume will not be used to determine that minimum qualifications have been met for the position you are applying for.

If you have currently or previously been appointed to a flexibly staffed pos