Access to Justice Services Administrative Assistant (41-3059) at State of Alaska, AK

About the Department

The Access to Justice Department of the Alaska Court System (ACS) is accepting applications for an Administrative Assistant 1 (salary range 12).  Under general direction, the incumbent will provide secretarial and clerical support, with a primary focus on the dispute resolution programs.

The position is responsible for tracking and processing referrals to one of the dispute resolution programs and ensuring that case reports are reviewed to confirm appropriate routing. This includes obtaining, scanning, and saving case files when necessary. The role involves assigning new cases in accordance with office procedures and entering relevant data into spreadsheets. The employee will also create, docket, and distribute court forms, pleadings, and reports, and is responsible for tracking the distribution of final orders.

Additional duties include scanning files in and out of the office, tracking deadlines, and copying files and documents as needed. The position assists in the review of dissolution case files and is responsible for processing child interviews, which includes logging information, entering data into TrakMan, closing the cases, and creating mail merge documents. The role also includes opening, sorting, and routing mail; answering and screening phone calls; screening and admitting visitors; and maintaining a central appointment calendar for staff. The employee gathers timesheets for supervisor signature, maintains office supplies, and alerts the supervisor to any administrative issues. Additionally, the position provides support to Access to Justice department programs as needed.

LEGAL RIGHT TO ACCEPT EMPLOYMENT
The State’s online recruitment system, Workplace Alaska, requires applicants to certify that they have a legal right to accept employment in the United States. It is the responsibility of the employee to maintain the appropriate documentation to accept or continue legal employment.  The State of Alaska does not function as an employer sponsor.

The Work Hours
Full-time court employees are currently scheduled to work 37.5 hours per week.  The work hours for this position are Monday – Friday, 8:00 a.m. to 4:30 p.m. with a one-hour lunch break.  

Exceptional Benefits for Full-Time Employees

We offer a competitive benefits package that includes 12 paid holidays, medical, dental, and optional vision coverage, and employer-paid life insurance. Employees are enrolled in the Public Employees Retirement System (PERS) and the Alaska Supplemental Annuity Plan (SBS), with access to the Alaska Deferred Compensation Plan. Personal leave is accrued for vacation, illness, or personal needs.

Enjoy peace of mind and long-term security while serving your community.

See http://doa.alaska.gov/drb/index.html for additional information.    

For more information on the Alaska Court System, please visit:
    http://www.courts.alaska.gov

For information about what state courts do, please watch the following short video:
    VIDEO: The who, what, when, where and how of state courts

The Alaska Court System is an EEO employer and proudly promotes diversity.

Position Duties

Graduation from high school or completion of a General Education Development (GED) certificate.
AND
Two years of progressively responsible, fully qualified work experience as an administrative assistant.


Substitution:
Completion of an appropriate vocational training course of study such as legal secretary, paralegal, or office skills will substitute for one year of the required administrative assistant work experience.

A bachelor’s degree from an accredited college will substitute for one year of the required administrative assistant work experience.

Twelve months of work experience performing general clerical work that demonstrates work skills equal to those of a Court Case Manager 1 with the Alaska Court System will substitute for one year of the required administrative assistant work experience.

NOTE: Work experience as a legal administrative assistant is preferred.

Minimum Qualifications

This applies to your application submission.
     
Documents to be Attached to the Application (REQUIRED):

• Post-secondary transcripts, if using education to meet minimum qualifications.    

Documents to be Submitted at the Time of Interview (REQUIRED):

If you are selected to advance to the interview phase of the recruitment process, you must provide the following at the time of the interview (if not already attached to your application): 

• Copies of your most recent (2) performance evaluations 
• A list of three (3) professional references who have had supervisory authority over you along with their daytime contact phone numbers and email addresses.   

   
WORK HISTORY
If using work experience not already documented in your application, 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 will not advance to the interview and selection phase of the recruitment.

EDUCATION
If post-secondary education is required to meet the Minimum Qualifications, you must fill in the Education and Training section of the application. If you have not obtained a degree, please indicate the number of credit hours earned in the Degree Obtained field. Copies of academic transcripts will be required at time of interview.
  
SELECTION PROCEDURE
Applicants will be required to meet the Minimum Qualifications as outlined above. Unfortunately, we cannot always interview all applicants. If your application is considered "not qualified," you will be sent a notice within two weeks after the closing date for this recruitment. If you believe your application was improperly disqualified, you may appeal this decision to the Human Resources Director at 820 West 4th Avenue, Anchorage, AK 99501-2005 within five workdays from the date the notice is mailed to you. Qualified applications will be forwarded to the hiring supervisor.
  
NEPOTISM REVIEW
To avoid a conflict of interest and the appearance of impropriety, applicants who have a spouse, close relative, and/or regular member of their household employed by the Alaska Court System may not be considered for employment without the approval of the Administrative Director.
  
BACKGROUND CHECK
A background check will be conducted prior to an employment offer being made. Applicants who have prior convictions that have been set aside under the terms of a suspended imposition of sentence (SIS) may answer "no" to these questions. If you are not sure if your situation requires disclosure, please contact the Human Resources Department at (907) 264-8242. The Court System reserves the right to confirm all background information.   

Other Qualifications

Contact Title: Recruitment 

E-Mail: [email protected]

 Mailing Address: 820 West 4th Avenue, Anchorage, AK 99501

 Phone Number: (907) 264-8242