Administrative Assistant 2 (PCN 068066)
We invite you to watch our "Welcome to DPA" video here:
https://vimeo.com/1023052645?share=copy
What You Will Be Doing:
In this position, you would be conducting the following:- Provide administrative support for the Financial Management Support team, overseeing financial and operational tasks to ensure compliance with policies and procedures.
- Independently manage payroll, purchasing, accounts payable, travel, and budget monitoring for the designated units.
- Analyze and implement administrative processes, resolving issues and recommending improvements for efficiency and compliance.
- Serve as a liaison between supervisors and various departments, including human resources and finance, to coordinate workflows and ensure smooth operations.
- Lead special projects, offering expertise in research, data compilation, and reporting to support leadership objectives.
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 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. We foster growth, learning, and career advancement opportunities within our division.
We provide a competitive benefits package, flexible work schedule, and job stability.
The Working Environment You Can Expect:
This position is located in Juneau, Alaska
This position is located 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 actively participate in decisions that shape your work. Partial teleworking may also be available, providing added flexibility.
Who We Are Looking For:
To be successful in this role, a candidate must demonstrate the following core competencies in addition to meeting the minimum qualifications (these should be referenced in your work history):
- 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.
- Analytical Thinking/Problem-Solving: Uses a logical, systematic, sequential approach to address problems or opportunities or manage a situation by drawing on one’s knowledge and experience base and calling on other references and resources as necessary.
- Attention to Detail: Maintains a sharp focus on the details, recognizing the individual components of procedures and verifying their accuracy to ensure flawless execution.
- Clerical: Knowledge of filing, typing, entering data, maintaining records, taking shorthand, and using and completing forms.
- Self-Management: Sets well-defined and realistic personal goals; displays a high level of initiative, effort, and commitment towards completing assignments promptly; works with minimal supervision; is motivated to achieve; demonstrates responsible behavior.
Requirements
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:
-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 the supervisor of the 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 the 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).
Qualifications
- Three (3) professional references of 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.
- Last two (2) years of 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 support that you meet the minimum qualification competencies, if not already provided in the application.
SUPPLEMENTAL QUESTIONS
For your application to be evaluated, you must answer the Supplemental Questions.
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
If 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 EXPERIENCE
When using work experience not documented in your application, please provide the employer's name, job title, employment dates, and whether you worked 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 you are applying for.
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 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 apply successfully. Instructions on how to apply with Workplace Alaska may be found on the Workplace Alaska "How to Apply" webpage, found here: http://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 at: https://www.governmentjobs.com/OnlineApplication/User/ResetPassword.
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 1-800-587-4095 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 torecruitment.services@alaska.gov.
For applicant password assistance, please visit: https://www.governmentjobs.com/OnlineApplication/User/ResetPassword.
Connect with Local, State, and Territorial Health Departments
To find local governmental public health jurisdictions, see - www.naccho.org