Job Opportunities in United States
September 13, 2024
State of Alaska
Anchorage
FULL TIME
Administrative Assistant 2
ATTENTION ALASKA RESIDENTS ONLY!
The Department of Transportation and Public Facilities (DOT&PF) Division of Project Delivery is looking for an Administrative Assistant 2 to help us
What you will be doing:
Under the direction of the Administrative Operations Manager, this position provides administrative assistance to the Division of Project Delivery on tasks including arranging travel, submitting receipts for reconciliation, recruitment, payroll, onboarding and separation, procurement, inventory, and other day to day duties.
The incumbent may complete special projects as directed by the supervisor such as establishing electronic filing document structures and creating spreadsheets.
Our organization, mission, and culture:
The State of Alaska Department of Transportation and Public Facilities’ mission is to Keep Alaska Moving. We are working toward a modern, adaptable, flexible transportation system that will be resilient as we tackle our challenges. We believe collaboration, communication, and coordination increase our ability to succeed. Creating teams that are focused on results, working together, and leveraging resources across our department, with community and private sector partnerships, increases our ability to accomplish our mission and serve Alaskans.
The benefits of joining our team:
We are a dynamic, diverse, high performing team where no two days are the same.
The future incumbent in this position will further develop skills and build knowledge and competencies in the administrative arena. There are fantastic opportunities for career advancement within the division Administrative section.
The position is part of a friendly and collaborative group of professional staff with a high level of dedication to Alaskans. We achieve shared goals through collaboration, best practices, and continuous improvement. Our team consists of professionals who support one another to achieve the mission of the Department, "Keep Alaska Moving through service and infrastructure."
The working environment you can expect:
This position is located in a comfortable office environment in Anchorage at the DOT&PF’s Central Region building at 4111 Aviation Ave. This building is located on the shores of Lake Hood near Ted Stevens International Airport, and is easily accessible by a paved multi-use path and People Mover routes 40 and 65.
To view the general description and example of duties for positions please go to the following link: https://www.governmentjobs.com/careers/Alaska/classspecs
The Department of Transportation and Public Facilities (DOT&PF) Division of Project Delivery is looking for an Administrative Assistant 2 to help us
Keep Alaska Moving!
What you will be doing:
Under the direction of the Administrative Operations Manager, this position provides administrative assistance to the Division of Project Delivery on tasks including arranging travel, submitting receipts for reconciliation, recruitment, payroll, onboarding and separation, procurement, inventory, and other day to day duties.
The incumbent may complete special projects as directed by the supervisor such as establishing electronic filing document structures and creating spreadsheets.
Our organization, mission, and culture:
The State of Alaska Department of Transportation and Public Facilities’ mission is to Keep Alaska Moving. We are working toward a modern, adaptable, flexible transportation system that will be resilient as we tackle our challenges. We believe collaboration, communication, and coordination increase our ability to succeed. Creating teams that are focused on results, working together, and leveraging resources across our department, with community and private sector partnerships, increases our ability to accomplish our mission and serve Alaskans.
The benefits of joining our team:
We are a dynamic, diverse, high performing team where no two days are the same.
The future incumbent in this position will further develop skills and build knowledge and competencies in the administrative arena. There are fantastic opportunities for career advancement within the division Administrative section.
The position is part of a friendly and collaborative group of professional staff with a high level of dedication to Alaskans. We achieve shared goals through collaboration, best practices, and continuous improvement. Our team consists of professionals who support one another to achieve the mission of the Department, "Keep Alaska Moving through service and infrastructure."
The working environment you can expect:
This position is located in a comfortable office environment in Anchorage at the DOT&PF’s Central Region building at 4111 Aviation Ave. This building is located on the shores of Lake Hood near Ted Stevens International Airport, and is easily accessible by a paved multi-use path and People Mover routes 40 and 65.
The incumbent will work in the office and via Teams to interface directly with staff, other team members, and vendor partners. A hybrid telework schedule is an option for qualified candidates
Who we are looking for:
Any combination of education and/or experience that provides the applicant with the core competencies of:
Who we are looking for:
Any combination of education and/or experience that provides the applicant with the core competencies of:
-
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, technical, sensitive, controversial); makes clear and convincing oral and written presentations; listens to others, attends to nonverbal cues, and responds appropriately - Accountability: Holds self and others accountable for measurable high-quality, timely, and cost effective results. Determines objectives, sets priorities, and delegates work. Accepts responsibility for own actions and decisions. Complies with established control systems and rules.
- Adaptability: Adjusts planned work by gathering relevant information and applying critical thinking to address multiple demands and competing priorities in a changing environment.
To view the general description and example of duties for positions please go to the following link: https://www.governmentjobs.com/careers/Alaska/classspecs
Minimum Qualifications
Six months 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
One year of advanced-level clerical experience. This experience includes work such as Office Assistant 2, Accounting Clerk, and similar classes with the State of Alaska or the equivalent with another employer.
OR
One year of post-secondary education from an accredited college (32 semester hours or 48 quarter hours equals 1 year)
OR
One year of any combination of post-secondary education, vocational education, and/or advanced-level clerical experience. (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.)
Special Note:
Examples of entry-level technical experience include:
Examples of advanced clerical experience include:
OR
One year of advanced-level clerical experience. This experience includes work such as Office Assistant 2, Accounting Clerk, and similar classes with the State of Alaska or the equivalent with another employer.
OR
One year of post-secondary education from an accredited college (32 semester hours or 48 quarter hours equals 1 year)
OR
One year of any combination of post-secondary education, vocational education, and/or advanced-level clerical experience. (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.)
Special Note:
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.
Examples of advanced clerical experience include:
- Reviewing complex or questionable applications or documents and searching files and regulations to determine accuracy of information to clarify applicant status; using judgment in applying criteria, rules, regulations, and policies; providing information to organizational unit staff on administrative processes and procedures; tracking expenditures; and completing necessary administrative paperwork according to regulations.
- Composing letters and memoranda; completing and reviewing forms for completeness and accuracy using readily available information from multiple sources and established guidelines and procedures. Examples of such tasks include time sheets, appointment paperwork, or required drug testing notifications for employees in positions requiring possession of a valid Commercial Driver's License (CDL).
Additional Required Information
At time of interview, if not provided in the application, please provide:
- Three (3) professional references, one of which should be from a former or current supervisor.
- Two most recent performance evaluations. If applicant does not have any recent performance evaluations, then provide two professional letters of reference.
ALASKA RESIDENTS ONLY
Please be sure to check our residency definition to determine if you qualify.
SUPPLEMENTAL QUESTIONS
This recruitment utilizes a supplemental questionnaire as part of the application process. These questions may be a mix of written, multiple-choice, and select all that apply questions. The answers you provide to the questions will be an opportunity for you to tell us about your experience and/or education. The answers will be used to determine which applicants will advance to the interview phase of the recruitment and selection process; please be as thorough and accurate as you can.
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.
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.
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.
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.
Contact Information
For specific information in reference to the position please contact the hiring manager at:
Name: Tabitha Williams, Administrative Operations Manager
Email: tabitha.williams@alaska.gov
Phone: (907) 465-1460
Name: Tabitha Williams, Administrative Operations Manager
Email: tabitha.williams@alaska.gov
Phone: (907) 465-1460
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 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 Alaska Care Benefits administered by the State: See https://drb.alaska.gov/help/plans.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
-
The following employee groups are under Alaska Care Benefits administered by the State: See https://drb.alaska.gov/help/plans.html for additional information.
- 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 https://drb.alaska.gov/retiree/ for additional information
Paid Leave & Other Benefits
- Personal leave with an accrual rate increase based on time served
- Twelve (12) paid holidays a year
We regret to inform you that this job opportunity is no longer available
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