State of Alaska
Administrative Assistant 3
State of Alaska, Juneau, Alaska, us, 99812
Salary:
$29.05 Hourly
Location :
Juneau, AK
Job Type:
Full Time
Job Number:
47654
Department:
Health
Division:
Public Assistance
Opening Date:
10/28/2024
Closing Date:
11/13/2024 5:00 PM Alaska
Division:
Public Assistance
Position Open To:
Alaska Residents Only
Bargaining Unit:
General Government
Range:
15
Job Description
This position is open to Alaskan Residents only.
Please check out the
to determine if you qualify.
What You Will Be Doing: In this role, you will provide essential administrative support, overseeing payables, travel, and various administrative processes. This lead role involves managing day-to-day activities for the divisional and field administrative staff while also coordinating special projects to streamline operations. Join us to enhance organizational efficiency and contribute to meaningful work in a dynamic environment.
Mission and Values/Culture:The Division of Public Assistance is committed to promoting self-sufficiency and providing basic living expenses to Alaskans in need. 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.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. You will be able to develop skills and build knowledge and competencies to assist you in your future career goals. We believe you can work your way through the ranks and into the Policy, Administrative and/or Leadership teams within our agency.
We provide a competitive benefits package, flexible work schedules, telework opportunities, and job stability.
The Working Environment You Can Expect:This position is at the Alaska Office Building in Juneau, offering a collaborative work environment where mutual respect and trust are valued. You'll join a team of experienced professionals who support the division's mission, and you'll be encouraged to participate in decisions that shape your work actively.
Partial teleworking may also be available, providing added flexibility.
Who We Are Looking For: The ideal candidate will possess some or all of the following competencies in addition to meeting the minimum qualifications listed below:
Managing Performance : Effectively sets and communicates specific, measurable goals for employees, tracks progress, and provides support to ensure job goals are met. Addresses performance issues promptly and ensures consistent feedback to drive improvement. Demonstrates self-management by prioritizing tasks and delivering results within set time frames.Attention to Detail : Maintains a sharp focus on the details, recognizing the individual components of procedures and verifying their accuracy to ensure flawless execution.Adaptability :
Adjusts work plans in response to shifting priorities and demands, using critical thinking and gathering relevant information to maintain productivity in a dynamic environment.A cover letter is NOT required for this position. Your complete application will determine which applicants will advance to the interview phase of the recruitment and selection process.
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/classspecsMinimum 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.
ORTwo years of post-secondary education from an accredited college (32 semester hours or 48 quarter hours equals 1 year).
ORTwo 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.
ORTwo 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, one (1) of whom 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 are 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 below information carefully. This applies to your application submission.
EDUCATIONTo 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 EDUCATIONIf 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 EXPERIENCEWhen using work experience not already documented in your application, please provide the employer's name, your job title, employment dates, and whether you were working 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 to which you are applying.
If you have currently or previously been appointed to a flexibly staffed position, please ensure your work experience within a flexibly staffed position indicates the actual dates employed at each level. Ensure your time and any subsequent flex promotion(s) are documented as a separate position. This is required as minimum qualifications require experience at a particular level in which the lower level may not be considered. If this information is not accurately reflected in your application, this may cause the processing of your application for consideration to be delayed.
NOTE: Attaching a resume or curriculum vitae is not an alternative to filling out the application.
Noting "see resume or CV" or any similar response on any portion of your application may lead to a determination your application is incomplete and removal from consideration for this job posting.
The State of Alaska does not provide VISA Employer sponsorships.
MULTIPLE VACANCIESThis 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.
APPLICATION NOTICEYou 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 apply successfully. Instructions on how to apply with Workplace Alaska may be found on the Workplace Alaska "How to Apply" webpage, found here
NOTICEQuestions 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 at
EEO STATEMENTThe 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 1-800-587-4095 in Juneau or TTY: Alaska Relay 711 or 1-800-770-8973 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.
WORKPLACE ALASKA APPLICATION QUESTIONS & ASSISTANCEQuestions 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 in the Juneau area. Requests for information may also be emailed to
For applicant password assistance, please visit
Contact Information
For specific information about the position, feel free to contact the hiring manager at:
Name:
Matthew Cabrigas /Administrative Officer 2
Email
Careers with the State of Alaska offer MANY benefits
The 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 (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 for additional information.
AVTECConfidentialCorrectional OfficersMarine EngineersMt. Edgecumbe TeachersSupervisoryUnlicensed Vessel Personnel/Inland Boatman's UnionExempt employees (not covered by collective bargaining)
The following employee groups are covered by Union health trusts. Contact the appropriate Union for additional information.
General GovernmentLabor, Trades and CraftsPublic Safety Employees AssociationMasters, 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 disabilityAccidental Death and DismembermentLong-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 expenses
Retirement 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 SecurityOption to enroll in the Alaska Deferred Compensation ProgramNote: The Defined Contribution Plan, Supplemental Annuity Plan and Deferred Compensation Program offer a variety of investment options
See for additional information
Paid Leave & Other Benefits
Personal leave with an accrual rate increase based on time servedTwelve (12) paid holidays a year
01
I acknowledge and understand that the education and/or experience used to meet the minimum qualifications for this position must be adequately documented in this application to be considered.
YesNo
Required Question
$29.05 Hourly
Location :
Juneau, AK
Job Type:
Full Time
Job Number:
47654
Department:
Health
Division:
Public Assistance
Opening Date:
10/28/2024
Closing Date:
11/13/2024 5:00 PM Alaska
Division:
Public Assistance
Position Open To:
Alaska Residents Only
Bargaining Unit:
General Government
Range:
15
Job Description
This position is open to Alaskan Residents only.
Please check out the
to determine if you qualify.
What You Will Be Doing: In this role, you will provide essential administrative support, overseeing payables, travel, and various administrative processes. This lead role involves managing day-to-day activities for the divisional and field administrative staff while also coordinating special projects to streamline operations. Join us to enhance organizational efficiency and contribute to meaningful work in a dynamic environment.
Mission and Values/Culture:The Division of Public Assistance is committed to promoting self-sufficiency and providing basic living expenses to Alaskans in need. 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.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. You will be able to develop skills and build knowledge and competencies to assist you in your future career goals. We believe you can work your way through the ranks and into the Policy, Administrative and/or Leadership teams within our agency.
We provide a competitive benefits package, flexible work schedules, telework opportunities, and job stability.
The Working Environment You Can Expect:This position is at the Alaska Office Building in Juneau, offering a collaborative work environment where mutual respect and trust are valued. You'll join a team of experienced professionals who support the division's mission, and you'll be encouraged to participate in decisions that shape your work actively.
Partial teleworking may also be available, providing added flexibility.
Who We Are Looking For: The ideal candidate will possess some or all of the following competencies in addition to meeting the minimum qualifications listed below:
Managing Performance : Effectively sets and communicates specific, measurable goals for employees, tracks progress, and provides support to ensure job goals are met. Addresses performance issues promptly and ensures consistent feedback to drive improvement. Demonstrates self-management by prioritizing tasks and delivering results within set time frames.Attention to Detail : Maintains a sharp focus on the details, recognizing the individual components of procedures and verifying their accuracy to ensure flawless execution.Adaptability :
Adjusts work plans in response to shifting priorities and demands, using critical thinking and gathering relevant information to maintain productivity in a dynamic environment.A cover letter is NOT required for this position. Your complete application will determine which applicants will advance to the interview phase of the recruitment and selection process.
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/classspecsMinimum 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.
ORTwo years of post-secondary education from an accredited college (32 semester hours or 48 quarter hours equals 1 year).
ORTwo 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.
ORTwo 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, one (1) of whom 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 are 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 below information carefully. This applies to your application submission.
EDUCATIONTo 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 EDUCATIONIf 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 EXPERIENCEWhen using work experience not already documented in your application, please provide the employer's name, your job title, employment dates, and whether you were working 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 to which you are applying.
If you have currently or previously been appointed to a flexibly staffed position, please ensure your work experience within a flexibly staffed position indicates the actual dates employed at each level. Ensure your time and any subsequent flex promotion(s) are documented as a separate position. This is required as minimum qualifications require experience at a particular level in which the lower level may not be considered. If this information is not accurately reflected in your application, this may cause the processing of your application for consideration to be delayed.
NOTE: Attaching a resume or curriculum vitae is not an alternative to filling out the application.
Noting "see resume or CV" or any similar response on any portion of your application may lead to a determination your application is incomplete and removal from consideration for this job posting.
The State of Alaska does not provide VISA Employer sponsorships.
MULTIPLE VACANCIESThis 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.
APPLICATION NOTICEYou 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 apply successfully. Instructions on how to apply with Workplace Alaska may be found on the Workplace Alaska "How to Apply" webpage, found here
NOTICEQuestions 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 at
EEO STATEMENTThe 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 1-800-587-4095 in Juneau or TTY: Alaska Relay 711 or 1-800-770-8973 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.
WORKPLACE ALASKA APPLICATION QUESTIONS & ASSISTANCEQuestions 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 in the Juneau area. Requests for information may also be emailed to
For applicant password assistance, please visit
Contact Information
For specific information about the position, feel free to contact the hiring manager at:
Name:
Matthew Cabrigas /Administrative Officer 2
Careers with the State of Alaska offer MANY benefits
The 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 (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 for additional information.
AVTECConfidentialCorrectional OfficersMarine EngineersMt. Edgecumbe TeachersSupervisoryUnlicensed Vessel Personnel/Inland Boatman's UnionExempt employees (not covered by collective bargaining)
The following employee groups are covered by Union health trusts. Contact the appropriate Union for additional information.
General GovernmentLabor, Trades and CraftsPublic Safety Employees AssociationMasters, 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 disabilityAccidental Death and DismembermentLong-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 expenses
Retirement 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 SecurityOption to enroll in the Alaska Deferred Compensation ProgramNote: The Defined Contribution Plan, Supplemental Annuity Plan and Deferred Compensation Program offer a variety of investment options
See for additional information
Paid Leave & Other Benefits
Personal leave with an accrual rate increase based on time servedTwelve (12) paid holidays a year
01
I acknowledge and understand that the education and/or experience used to meet the minimum qualifications for this position must be adequately documented in this application to be considered.
YesNo
Required Question