Administrative Assistant 3

Salary: $27.67 - $28.50 Hourly Location : Anchorage or Fairbanks, AK Job Type: Long Term Nonperm Job Number: 47760 Department: Environmental Conservation Division: Environmental Health Opening Date: 10/15/2024 Closing Date: 11/25/2024 5:00 PM Alaska Division: Environmental Health Position Open To: Alaska Residents Only Bargaining Unit: General Government Range: 15 Job Description NOTE: This position has been extended to allow for a larger applicant pool. This position is open to Alaska Residents only. Please check our residency definition to determine if you qualify. This position is being recruited for in Anchorage or Fairbanks. Pay will be determined based on location of selected individual. Anchorage salary: $27.67 Fairbanks salary: $28.50 What you will be doing: Do you enjoy working with a professional team that strives to make a positive difference in communities and the environment? If so, come join the Department of Environmental Conservation (DEC) Environmental Health team As an advanced Administrative Assistant 3 for the Drinking Water program, you'll manage and oversee the overall administrative operations for the program, including accounting/financial management and reporting, expenditure and revenue tracking, personnel questions, payroll processing, procurement and purchasing of goods, and tracking travel. We are seeking a motivated candidate who wants to make a difference in their community and across Alaska with exceptional organizational skills, an outstanding work ethic, and excellent communication skills. Our organization, mission, and culture: The Department of Environmental Conservation, Division of Environmental Health (EH) is dedicated to ensuring environmental protection, safe food, and safe drinking water for all Alaskans. The Drinking Water program's mission is to protect public health by ensuring that all people have access to safe drinking water. We focus on providing exceptional customer service, through timely and accurate responses, clear communication, and a collaborative environment that encourages teamwork with program staff. As part of the administrative team within EH, the incumbent must embody our division's values which will help them excel in this position and contribute to the overall success of our team. This position is in a fast-paced environment, with on-the-job training provided to ensure the incumbent's success. The benefits of joining our team: Discover the advantages of joining our team with meaningful work, opportunities for career advancement, training, flexible work schedules, and hybrid telework eligibility after an introductory period. Our Administrative team in the Division of Environmental Health is a cohesive group that offers mutual support and encouragement to ensure the Department's and Division's missions are achieved. At the Department of Environmental Conservation, we value more than just technical expertise; we seek employees who demonstrate initiative, strong interpersonal skills, and can adapt to a dynamic, changing work environment while maintaining a focus on customer service. The working environment you can expect: This position is being recruited to work in our Anchorage or Fairbanks office. The work environment is friendly, professional, and collaborative with regular interaction with colleagues in the division, other programs within DEC, and with the public. We are looking for a candidate that has experience in the following areas: This position requires a set of competencies that will contribute to your success and help you thrive in a rewarding work environment. Here are some of the key areas we're looking for: Budget Administration: Knowledge of the principles and practices of budget administration and analysis; including preparing, justifying, reporting on, and executing the budget; and the relationships among program, budget, accounting, and reporting systems. Self-Management: Sets well-defined and realistic personal goals; displays a high level of initiative, effort, and commitment towards completing assignments in a timely manner; works with minimal supervision; is motivated to achieve; demonstrates responsible behavior. Problem Solving: We're looking for a creative problem solver who can identify issues, evaluate alternatives, and make recommendations that will help us achieve our organizational goals. Flexibility: Is open to change and new information; adapts behavior or work methods in response to new information, changing conditions, or unexpected obstacles; effectively deals with uncertainty. Customer Service: Anticipates and meets the needs of both internal and external customers. Delivers high-quality products and services; is committed to continuous improvement. At Environmental Health, you'll have the opportunity to grow and develop your skills in a supportive and uplifting organization. We look forward to seeing how you'll contribute to our team's success Special Note: Your application should demonstrate which of the desired competencies you possess and how much experience you have using them. 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 ledgersfor 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 DOCUMENTS REQUIRED AT THE TIME OF THE INTERVIEW Contact information for three (3) professional references that have knowledge of your experience and ability for the position. At least two (2) of the references must be from a current or former supervisor. Last 2 performance evaluations Writing Sample 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. THIS RECRUITMENT IS FOR ALASKA RESIDENTS ONLY Please be sure to check our to determine if you qualify. 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 Education completed in foreign colleges or universities 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 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. Omission of required documentation listed will result in an incomplete application and you will not receive further consideration. NOTE: The State of Alaska does not provide VISA Employer sponsorships. WORK EXPERIENCE When using work experience not already documented in your application, please 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. 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 in which you are applying. If you are 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 there are minimum qualifications that 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 in its entirety. 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. 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. 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: 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 'govermentjobs.com' domains, visit the Lost Password Help page located at: 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 (907) 465-4095 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 & 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 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 please contact the hiring manager: Stephanie Stewart Admin Officer 1 (907) 269-7254 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. 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 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 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 options See for additional information Paid Leave & Other Benefits Personal leave with an accrual rate increase based on time served Twelve (12) paid holidays a year 01 This position is being recruited for in Anchorage or Fairbanks. Please indicate which location you wish to be considered for. Anchorage Fairbanks Required Question