Administrative Assistant 1/2 Flex (10-9429) bei State of Alaska, AK

About the Department

The Department of Natural Resources, Division of Forestry & Fire Protection, is recruiting for an Administrative Assistant 1/2.

This position is open to Alaska Residents only. 

Please check our residency definition to determine if you qualify.

What You Will Be Doing:  

This position provides administrative support for the Division of Forestry & Fire Protection's Northern Region Office in the following areas: payroll, personnel support, travel, procurement & accounts payable.  

Mission and Values/Culture:  

The Division of Forestry & Fire Protection (DOF) provides forest resource management on 20 million acres and the vital public safety function of wildland fire protection on over 150 million acres.  The high-functioning administrative team you will join supports the "boots on the ground" who ensure the safety of people, property, and resources in Alaska and nationwide.

In its multifaceted functions, this position encounters diverse challenges and opportunities to contribute to the success of the DOF mission.  

Our Administrative section's values can be summed up as PRIDE—Positive, Reliable, Inspiring, Dependable, and Efficient—as we work hard to support Forestry's mission to develop, conserve, and enhance Alaska's forests.  

We are looking for a dependable, knowledgeable individual with a strong administrative background, excellent organizational skills, a strong work ethic, and a positive attitude. 

Benefits of Joining Our Team:  

The benefits of joining the DOF Administrative team include the opportunity to work with dedicated professionals who support one another while providing the necessary support to our Foresters, GIS Analysts, Equipment Section, and the Forest Inventory & Analysis program.  The administrative team is actively engaged in creating a new administrative structure that supports the division's new organization.   

The Working Environment You Can Expect:  

This position is located at 3700 Airport Way in Fairbanks, AK.  The selected candidate will work with a collaborative team that is comprised of highly motivated and dedicated individuals who strive to provide excellent service and support.  The office environment is relaxed and positive, and it provides opportunities to develop professional skills.  We promote a healthy life and work balance. 

We are looking for a candidate who possesses the following position-specific competencies.  

• Computer Skills: Uses computers, software applications, databases, and automated systems to accomplish work.
• Interpersonal Skills: Treats others with courtesy, sensitivity, and respect.  Considers and responds appropriately to the needs and feelings of different people in different situations.
• Accounting Operations: Knowledge of general ledger accounting and the control/subsidiary account relationships and reconciliation techniques, including accounts receivable, accounts payable, and disbursing officer's accountability.

Click here to learn more about working for the Division of Forestry & Fire Protection.

Position Duties

Administrative Assistant 1 - starting salary $24.15

Six months of advanced 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
Six months 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.)

Administrative Assistant 2 - starting salary $27.46

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 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).

Minimum Qualifications

** Please read the information below carefully. **

At the time of the interview, please ensure that you provide the following materials.  Failure to do so may result in loss of consideration.  Required documents include: 

• Last two evaluations.  If you do not have these, two letters of recommendation will be accepted in their place.
• Three professional references, of which one should be your current or most recent supervisor.
• Valid driver’s license.

Application Notice

You can ONLY apply for this position through the Workplace Alaska website or by submitting a paper application. Instructions on how to apply can be found on the Workplace Alaska How to Apply webpage (link).  Your application must be received by 5:00 p.m. Alaska Standard Time on the closing date.  

Supplemental Questions

For your application to be evaluated, you must answer the Supplemental Questions.  The State of Alaska (SOA) utilizes four proficiency levels to measure and describe an applicant’s level of competence in applying certain behaviors, knowledge, skills, and abilities to accomplish a specific task. The four proficiency levels are Mastery, Fluency, Literacy, and Discovery. You must rate your proficiency level for each competency listed in the supplemental questions.

Education

If post-secondary education is required to meet the minimum qualifications, you must fill out the Education section of the application. If you have not yet obtained a degree, please indicate the units you have completed. Copies of transcripts are required to verify educational credentials if used to meet the minimum qualifications for a position. 

Special Instructions for Foreign Education

Education completed at foreign colleges or universities may be used to meet the minimum qualifications listed above. If using this education to meet minimum qualification requirements, you must demonstrate that the credentials have been submitted to a private organization specializing in interpreting foreign educational credentials and that such education has been deemed at least equivalent to that gained in standard U.S. education programs. Alternatively, an accredited U.S. post-secondary institution must report that the other institution's transcript is given full value or that full value is recognized in relevant subject areas aligned with the post-secondary institution's curricula. It is your responsibility to provide this evidence when applying. 

Work Experience

If using work experience not already documented in your application, also provide the employer’s name, job title, employment dates, and whether full or part-time. Applications will be reviewed to determine whether the responses are supported and whether the minimum qualifications are met. If they are not, the applicant may not advance to the recruitment interview and selection phase. 

Note: Attaching a resume is not a substitute for completing the application in its entirety. Noting, "see resume" or any similar response on any portion of your application may lead to a determination that your application is incomplete and removal from consideration for this job posting.  

Bargaining Unit

If you are a current state employee, please indicate the union to which you belong at the time of application. Do not complete this question if you are not a current state employee. 

Driver’s License Requirement

Applicants must possess a valid driver's license. Proof of licensure will be required prior to reporting to duty.  

Please ensure your application (through work history, training, education, licenses, certifications, etc.) supports/demonstrates that you possess the minimum required competencies for the job class. 

EEO STATEMENT
The State of Alaska complies with Title I of the Americans with Disabilities Act (ADA). Individuals with disabilities who require accommodation, auxiliary aids or services, or alternative communication formats should 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.

Other Qualifications

If you choose to be contacted by email, please ensure that your email address is correct on your application and that your spam filter will permit emails from the governmentjobs.com domain.

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 [email protected].

For assistance with your password, please visit the password reset page.

For specific information about this position, please get in touch with the hiring manager at the following:

Lacey Forsythe

Administrative Officer 1

Phone: 907.451.2665

Email: [email protected]