Administrative Assistant 3

ATTENTION ALL ALASKA RESIDENTS! The Department of Transportation and Public Facilities (DOT&PF) Northern Region Support Services is looking for an Administrative Assistant 3 to help us Keep Alaska Moving! What you will be doing: This position performs professional-level administrative work to include but not limited to, accounting and financial management, contract administration, and administrative oversight.
This position requires advanced skills in using Microsoft Office programs, Excel, Word, Outlook, and Adobe Acrobat.
IRIS/Alder experience is preferred.
Incumbent must be self-motivated, demonstrate a high level of initiative and problem-solving skills, and exercise good judgment.
Our organization, mission, and culture: The Department of Transportation and Public Facilities, Northern Region Administrative Team provides support to dedicated professionals who work hard to Keep Alaska Moving through service and infrastructure.
Our team is comprised of motivated and dedicated individuals who strive to provide excellent service and support.
We promote a healthy work and life balance and enjoy a positive work environment.
The benefits of joining our team: This position provides flexible work hours, a competitive salary, personal leave and holidays, excellent health coverage, and many other supplemental benefits such as deferred compensation and health care reimbursement accounts.
Please see here for more information: https://doa.
alaska.
gov/dop/workplace/benefits The working environment you can expect: This position is centrally located in Fairbanks at the DOT&PF office on Peger Road.
Our office environment is a well-balanced mix of in-office and teleworking staff.
The office location provides abundant parking, a team-oriented atmosphere, and great break time walking with a coffee shop conveniently across the street.
Who we are looking for: Any combination of education and/or experience that provides the applicant with the core competencies of: Problem-Solving: Identifies problems; determines accuracy and relevance of information; uses sound judgment to generate and evaluate alternatives and to make recommendations.
Teamwork: Encourages and facilitates cooperation, pride, and trust; fosters commitment and a team culture; works with others to resolve conflict and achieve goals.
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, technicial, sensitive, controversial); makes clear and convincing oral and written presentations, listens to others, attends to nonverbal cues, and respond appropriately.
Attention to Detail: Is thorough when performing work and conscientious about attending to detail.
Accounting: Knowledge of traditional accounting practices including accrual, obligations, and cost methods.
To view the general description and example of duties for the position 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 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 time of interview, applicants are requested to submit (if not already attached to your application): Three (3) professional references with current contact information, if not already provided with your application.
RECRUITMENT SCOPE Please be sure to check our residency definition to determine if you qualify.
LEGAL EMPLOYMENT The State’s online recruitment system, Workplace Alaska, requires applicants to certify that they have a legal right to accept employment in the United States.
It is the responsibility of the employee to maintain the appropriate documentation to accept or continue legal employment.
The State of Alaska does not function in the role as an employer sponsor.
SUPPLEMENTAL QUESTIONS For your application to be evaluated you must answer the Supplemental Questions.
Be specific in your answers and tell us how you acquired the relevant experience.
Please use complete sentences and proof-read your submissions when answering the supplemental questions.
Your responses will be considered a writing sample and will be used to determine which applicants will advance to the interview phase of the recruitment process.
WORK EXPERIENCE If using work experience not already documented in your application, also provide the employer’s name, your job title, dates of employment, and whether full-or part-time.
Applications will be reviewed to determine if the responses are supported and minimum qualifications are clearly met.
If they are not, the applicant may not advance to the interview and selection phase of the recruitment.
EDUCATION If post-secondary education is required to meet the minimum qualifications, 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 if used to meet the minimum qualifications for a position.
Transcripts can be attached at the time of application or provided at the time of interview.
SPECIAL INSTRUCTIONS FOR FOREIGN EDUCATION Education completed in foreign colleges or universities may be used to meet the minimum qualifications listed above.
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.
post-secondary institution 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 post-secondary institution.
It is your responsibility to provide such evidence when applying.
MULTIPLE VACANCIES This recruitment may be used for more than one (1) vacancy.
The applicant pool acquired during this recruitment may be used for future vacancies for up to ninety (90) days after this recruitment closes.
Interested applicants are encouraged to apply to each recruitment notice to ensure consideration for all vacancies.
EEO STATEMENT The State of Alaska complies with Title I of the Americans with Disabilities Act (ADA).
Individuals with disabilities, who require accommodation, auxiliary aides or services, or alternative communication formats, please call 1-800-587-0430 or 465-4095 in Juneau or (907) 465-3412 (TTY) or correspond with the Division of Personnel & Labor Relations at: P.
O.
Box 110201, Juneau, AK 99811-0201.
The State of Alaska is an equal opportunity employer.
APPLICATION NOTICE You can ONLY apply for this position through the Workplace Alaska website or via hardcopy application.
If you accessed this recruitment bulletin through a job search portal such as AlaskaJobs or any other database, you MUST use a Workplace Alaska online or hardcopy application to successfully apply.
Instructions on how to apply with Workplace Alaska may be found on the Workplace Alaska "How to Apply" webpage, found here: https://doa.
alaska.
gov/dop/workplace/help/ NOTICE Questions regarding the application process can be directed to the Workplace Alaska hotline at 800-587-0430 (toll free) or (907) 465- 4095.
If you choose to be contacted by email, please ensure your email address is correct on your application and that the spam filter will permit email from the 'govermentjobs.
com' domains.
For information on allowing emails from the 'governmentjobs.
com' domains, visit the Lost Password Help page located at https://www.
governmentjobs.
com/OnlineApplication/User/ResetPassword.
WORKPLACE ALASKA APPLICATION QUESTIONS & ASSISTANCE Questions regarding application submission or system operation errors should be directed to the Workplace Alaska hotline at 1-800-587-0430 (toll free) or (907) 465-4095 if you are located in the Juneau area.
Requests for information may also be emailed to recruitment.
services@alaska.
gov.
For applicant password assistance please visit: https://www.
governmentjobs.
com/OnlineApplication/User/ResetPassword Contact Information For specific information about this position, please contact the hiring manager at the following: Name: Deborah Yeager, Administrative Operations Manager 1 Email: deborah.
yeager@alaska.
gov Careers with the State of Alaska offer MANY benefitsThe following information describes typical benefits available to employees of the State of Alaska.
Actual benefits received may differ by bargaining unit or branch of government, position type, or be prorated for other than full time work.
For a quick breakdown of the insurance, health, and retirement benefits available for State Employees you can view an orientation video from Division of Retirement and Benefits.
(Please note this video is specifically designed for new State Employees.
)Insurance Benefits Health insurance, which includes employer contributions toward medical/vision/dental The following employee groups are under AlaskaCare Benefits administered by the State: See https://doa.
alaska.
gov/drb/programs/index.
html for additional information.
AVTEC Confidential Correctional Officers Marine Engineers Mt.
Edgecumbe Teachers Supervisory Unlicensed Vessel Personnel/Inland Boatman's Union Exempt employees (not covered by collective bargaining) The following employee groups are covered by Union health trusts.
Contact the appropriate Union for additional information.
General Government Labor, Trades and Crafts Public Safety Employees Association Masters, Mates & Pilots Employer paid Basic Life insurance with additional coverage available (amount depends on Bargaining Unit)Optional Insurance Benefits Group-based insurance premiums for Term life (employee, spouse or qualified same sex partner, and dependents) Long-term and short-term disability Accidental Death and Dismemberment Long-term care (self and eligible family members) Supplemental Survivor Benefits Employee-funded flexible spending accounts for tax savings on eligible health care or dependent care expensesRetirement Benefits Membership in the Public Employees Retirement System (PERS)/Teachers' Retirement System (TRS) Matching employer contribution into a defined contribution program (new employees) Employer contribution into a defined benefit or defined contribution program (current employees) Contributions to the Alaska Supplemental Annuity Plan in lieu of contributions to Social Security Option to enroll in the Alaska Deferred Compensation Program Note: The Defined Contribution Plan, Supplemental Annuity Plan and Deferred Compensation Program offer a variety of investment optionsSee https://doa.
alaska.
gov/drb/retirement/index.
html for additional information Paid Leave & Other Benefits Personal leave with an accrual rate increase based on time served Eleven paid holidays a year Gym discounts at participating fitness providers in multiple locations throughout the state.
See https://doa.
alaska.
gov/drb/ghlb/employee/health/gymListing.
html for additional information