Administrative Specialist Job at Alaska Permanent Fund Corporation in Juneau

The Administrative Specialist performs a variety of administrative and clerical functions in support of the Corporation. This position extends the capabilities of those they support by handling business affairs, and highly confidential information in a professional manner.

The Administrative Operations team is looking for an enthusiastic administrative professional to round out our team! The primary functions of this position include travel, procurement, providing backup support to accounts payable, and providing statistical data related to administrative functions. This position is an exciting chance to enjoy a variety of tasks and is great for someone with attention to detail who enjoys project management and organizing.

The Administrative Operations team keeps APFC staff free to focus on what they do best. This team understands that everyone plays a critical role to ensure the success of the Corporation and, like many of our teams, working well together means having a strong mutual respect and understanding the high stakes nature of everything we do.

Key Attributes
• A belief that great outcomes come from great teams; a demonstrated ability to collaborate well in a small, informal team environment
• Self-motivation and a very strong sense of personal and professional integrity
• Intellectual curiosity and attention to detail
• Effectively prioritizes and executes tasks in a high-pressure environment
• Demonstrated track record of outstanding organizational abilities – specifically project-oriented
• Technology savvy with the ability to learn quickly
• Exceptional written and verbal communication as well as superior customer service
• The ability to comprehend and summarize material and extract relevant information

Principal Responsibilities
Operational Administrative Support
• Represents the Corporation and assigned teams in a polished professional manner
• Arranges travel per the Alaska State Travel policies and APFC’s exemptions as well as processes all related travel reimbursements
• Responsible for project documentation and management
• Conducts, coordinates and reports findings on special research and other projects as assigned
• Assists with purchase requests and purchase orders

General Administrative Support
• Monitors and orders office supplies following the established small procurement protocols
• Performs receptionist duties including, mail distribution, directing phone calls, responding to public inquiries and office equipment monitoring
• Serves as backup to other administrative specialists & performs other duties as assigned

Data Management & Reporting
• Responsible for organizing, maintaining, and reporting on ongoing projects
• Works with records retention to archive and retain department records per the State of Alaska and APFC schedule
• Assists with tracking corporate assets and facilitates the disposal/surplus process
• Assists with tracking formal and informal procurement for services, commodities, supplies, and equipment

Backup for Other Administrative Support
• Arranges travel for non-assigned departments as needed
• Serves as backup for weekly financial coding of accounts payables and responds to accounts payable inquires
• Serves as backup for monthly credit card reconciliation

Preferred Qualifications
• Minimum of 2 years of professional office experience, combination of college and work experience may meet minimum qualification
• Effectively prioritize and execute tasks in a high-pressure environment
• Demonstrated track record of outstanding organizational abilities particularly with seeing a project through
• Solid technical proficiency including entire MS Office suite – particularly Excel
• Exceptional written and verbal communication as well as superior customer service
• Ability to balance daily tasks with deadline-based projects
• The ability to comprehend and summarize material and extract relevant information
• High degree of professionalism and confidentiality

Other Duties
• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may be added, removed or changed at any time with or without notice.

Instruction to Apply

All applicants must provide a cover letter detailing their interest and explaining how their experience aligns with the job duties. 

AAP/EEO Statement
• APFC provides equal employment and advancement opportunities to all. APFC follows all applicable Federal and State laws and does not discriminate in employment opportunities or practices on the basis of race, color, religion, sex, national origin, age, disability, or any other class protected by law.