Administrative Assistant 2 (PCN 10-0002) at State of Alaska, AK

About the Department

The Department of Natural Resources, Office of the Commissioner, is recruiting for an Administrative Assistant 2 in Anchorage.

This position is open to Alaska Residents only. 

Please check our residency definition to determine if you qualify.

What You Will Be Doing:  

• Providing front office support to include greeting guests, answering and routing our office’s telephone lines.
• Providing excellent customer service to customers, coworkers, private companies, members of the public, executives, and senior leadership staff.
• Coordinating with Divisions, other State Departments, and outside organizations for meetings, events, and other purposes.
• Use of the State of Alaska website and SOA programs to complete assigned duties such as travel, payroll, and A/P.
• Use of Microsoft Office applications, Adobe, and state systems to prepare documentation and data.

Mission and Values/Culture:  

The Department of Natural Resources, Office of the Commissioner, is seeking an individual to work in our fun and fast-paced office. This position is suited well for someone who can work independently and enjoys customer service, data entry, and a varied and interesting workload. Our ideal candidate has a desire to learn, communicates well verbally and in writing, and provides friendly and reliable management of the front office. Our team works diligently together in support of our mission to develop, conserve, and maximize the use of Alaska’s natural resources, consistent with the public interest. We’re an ideal fit for someone with the intent of growth within the state workforce, as this office provides ample networking, leadership, and training opportunities for advancement. This position is relied upon to support administrative processes for accounts payable (A/P), travel, inventory, oversight of various inboxes, the student intern program, general administrative support, customer service, and special projects and duties as assigned. 

Benefits of Joining Our Team:  

Our team is a dynamic and collaborative group of professionals dedicated to achieving our mission and taking part in DNR’s amazing workplace culture. The Commissioner’s office offers ample opportunities to gain experience and training for future career advancement, as well as unique oversight of our Divisions and what they do, while encouraging a healthy work-life balance. Additionally, the state offers an excellent health insurance package and 12 annual paid holidays. 

The Working Environment You Can Expect:  

This position is located in the Atwood Building in downtown Anchorage, Suite 1400, with parking access available at our garage across the street. In-person office hours are from 8:30 AM to 5:00 PM, Monday through Friday, with a 7.5-hour daily work schedule and some flexibility for teleworking. The daily work environment will consist of administrative efforts supporting the Commissioner and his staff, with the incumbent serving as the first point of contact for our office. Our office boasts a stunning view of the Chugach Mountain Range and is conveniently located near a diverse range of services, shopping, restaurants, coffee shops, the park strip, and the Coastal Trail system.

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

• Writing: Recognizes or uses correct English grammar, punctuation, and spelling; communicates information (for example, facts, ideas, or messages) in a succinct and organized manner; produces written information, which may include technical material, that is appropriate for the intended audience.
• Flexibility: Is open to change and new information; adapts behavior or work methods in response to new information, changing conditions, or unexpected obstacles; effectively deals with ambiguity.
• Interpersonal Skills: Treats others with courtesy, sensitivity, and respect.  Considers and responds appropriately to the needs and feelings of different people in different situations.
• Clerical: Knowledge of filing, typing, entering data, maintaining records, taking shorthand, and using and completing forms.
• Stress Tolerance: Deals calmly and effectively with high stress situations (for example, tight deadlines, hostile individuals, emergency situations, and dangerous situations).

Position Duties

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: 

• A minimum of three professional references, with at least one being a current or former supervisor.
• Two most recent performance evaluations or letters of reference, if available.

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 with Workplace Alaska can be found on the 'How to Apply" page. 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. 

EEO STATEMENT
The State of Alaska complies with Title I of the Americans with Disabilities Act (ADA). Individuals with disabilities who require accommodations, auxiliary aids, or services, or alternative communication formats should call 1-800-587-0430 or (907) 465-4095 in Juneau, or use the TTY: Alaska Relay at 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.

Please check your junk folder for any messages that may be sent to you regarding this recruitment. 

Other Qualifications

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 reset password page.

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

Brandy Pamplin

Executive Assistant

Phone: 907-269-8426

Email: [email protected]