Experience:
No experience
Employment Type:
Part time
Posted:
9/21/2019
Job Category:
Administration
Administrative Assistant II (PCN 25-0038)
(This job is no longer available)
State of Alaska | Anchorage, AK
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Job Description

ATTENTION ALASKA RESIDENTS ONLY!

The State of Alaska Department of Transportation and Public Facilities is recruiting for an Administrative Assistant II to help us Keep Alaska Moving!

Incumbent will provide exceptional and thorough administrative support to three different sections: Internal Review, Civil Rights, and Revenue Accounting. This position is located at the 2200 E. 42nd Avenue location in Anchorage.

Key Responsibilities include, but are not limited to:

Administrative:

* Receive, answer, follow up, coordinate, and archive mail, email, and phone correspondence with fellow state employees, state employees in other departments, vendors, and clients.
* Coordinate and track audit and financial processes to include verification of coding, maintenance of file and electronic records, and completion and close out of transactions.
* Develop, review, verify, and follow through to completion various required letters, forms, memos, and reports to distribute, document, request response or task, and/or meet various requirements.
* Arrange, reserve, and coordinate with attendees meeting space and/or online meeting use.
* Reserve state equipment usage such as projectors, computers, and state vehicles.
* Develop, link, enter data, and maintain various MS Excel spreadsheets for accuracy and timeliness of workflow, accurate calculations, status reporting, and adherence to structured budgets.
* Provide exceptional customer service through communication and cost tracking by receiving and fully processing invoices, credit card receipts, service vendor correspondence, and travel related expenses.
* Troubleshoot report items in various state use software systems such as IRIS, RAS, eLeasing, and ALDER.
* Follow state, department, and divisional policies and procedures to ensure compliance with applicable statutes and regulations.

Travel:

* Receive, coordinate, reserve, submit, and follow through with all aspects of state employee travel. This to include online reservations, gather appropriate spending approvals, tracking of employee trips, properly submit and financially code trip details to Shared Services, and reconcile all post travel expenses and traveler reimbursements.

Financial and Accounting:

* Utilize both paper filing system, tracking spreadsheets, as well as input individual transactions in the statewide IRIS accounting system.
* Follow through from order to vendor payment, including proper and timely financial coding and submission for fund distribution, to meet required state budget schedules.
* Deliver periodic bank deposit.

Procurement:

* Inventory, gather quotes, schedule orders, and receive office supplies, furniture, and equipment. Follow through to track order delivery, verify accuracy of invoices, complete accurate financial coding, submit documentation for vendor payment, and verify payment completion.
* Process purchases through the IRIS accounting system as well as track and appropriately file paper documents required for procurement.
* Maintain and secure state property, including long-term items required as part of state annual equipment count and coordinate repair.

Payroll:

* Verification of accurate timesheets for multiple state employees in electronic HRM timekeeping system.
* Timely coordinate timesheet inputs and corrections with state payroll office staff and fellow employees.

Desired Knowledge, Skills, and Abilities (KSA):

Each of the knowledge, skills, and abilities that you possess must be detailed in your cover letter; if you do not have experience in one, simply say so.

* Ability to successfully coordinate and balance administrative responsibilities of communication and workload between three sections.
* Knowledge and experience in detailed and complete adherence and comprehension to policy and detail, thorough tracking methods of communication, accurate documentation, full accounting of financial budgets, and timely task and workflow processing.
* Proficiency in using MS Office Suite to include Word, Excel, Access, and Outlook.
* Experience with IRIS and HRM or equivalent accounting and timekeeping software.
* Ability to establish and maintain cooperative working relationships with others, communicate effectively, and efficiently manage multiple projects while meeting deadlines.

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 I, Accounting Technician I, Human Resource Technician I, 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 II, 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).

NOTE: PLEASE READ THE FOLLOWING CAREFULLY

THIS RECRUITMENT IS FOR ALASKA RESIDENTS ONLY

This recruitment is open to Alaska Residents Only. Applicants must meet Alaska Residency Requirements in order to be considered for employment at this time. Non-Alaska Residents Need Not Apply.

COVER LETTER

A cover letter is required. The cover letter must describe your knowledge, skills, and abilities as they pertain to each KSA listed the job description listed above, as well as define how you meet the Minimum Qualifications of the Administrative Assistant II job class. Applicants who do not submit a clear, well organized, informative cover letter meeting the requirements detailed above will not be considered for an interview.

Please attach the cover letter as a separate document to your application before applying online. If unable to attach to your application, email or fax the cover letter to the contact number provided in the job posting prior to the closing date of this recruitment. Your cover letter will be used to determine which applicants will advance to the interview phase of the recruitment and selection process. Omission of any required documentation will result in an incomplete application and you will not receive further consideration.

WORK EXPERIENCE

When utilizing work experience not already documented in your Applicant Profile, also provide the employer name, your job title, dates of employment and whether full-time or part-time within your cover letter. Applications and Resumes will be reviewed to determine if the minimum qualifications are clearly met. If they are not, the applicant may not advance to the interview and selection phase of the recruitment.

EDUCATION

If post-secondary education is required or is used as a substitution to meet the minimum qualifications, it is required to complete the Education section of your Profile. If you have not obtained a degree, please indicate the number of credit hours earned in the Units Completed field. Copies of transcripts will be required at time of interview but may also be attached to the application.

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.

RECRUITMENT NOTICE

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 days after this recruitment closes. Interested applicants are encouraged to apply to each recruitment notice to ensure consideration for all vacancies.

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 NOTICE

PLEASE NOTE: If you choose to apply using a hardcopy (paper) application, please follow the instructions on the Workplace Alaska website "How to Apply."

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 located at: https://www.governmentjobs.com/OnlineApplication/User/ResetPassword.Teresa Janis

Phone: (907) 269-0837

teresa.janis@alaska.gov