Administrative Assistant 3 PCN 060642
Administrative Assistant 3 PCN 060642
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Job Description
Job Description
- **THE RECRUITMENT PERIOD FOR THIS VACANCY HAS BEEN EXTENDED**
This position is open to Alaska Residents only.
Please check our residency definitionto determine if you qualify.TheDepartment of Family and Community Services
Office of Childrens Services (OCS)is
recruiting for a fulltime Administrative Assistant 3 located in
Juneau Alaska.TheOffice of Childrens Services is dedicated to a diverse and inclusive workforce where safety and wellbeing are paramount. Employees all contribute to building a culture where everyone is valued treated equitably and treated respectfully.
What You Will Be Doing
Under the direction of an Administrative Officer 2 this position provides administrative support to the OCS Juneau State Office. Every day the incumbent in this position will provide accounting and financial management procurement and property management and serve as Human Resource liaison for the division. This position will also assist with the supervision and management of personnel and payroll activities for the State Office Team.
Our Mission Values and Culture
The Mission of the Office of Childrens Services is: Ensuring the safety permanency and wellbeing of children by strengthening families engaging communities and partnering with Tribes.
Everything we do is underpinned by ourCore Values.Benefits of Joining Our TeamFulltime benefits of this position include but are not limited to: Insurance Benefits; Retirement Benefits; Paid Leave; and twelve paid holidays per year. Please see the benefits tab on this posting for more information.
Joining our team will provide you with the satisfaction of working with a dynamic diverse and high performing team while simultaneously having a positive impact by providing support to OCS employees as well as the families of Alaska!
The Working Environment You Can Expect
This position is located in the Goldstein Building in beautiful downtown Juneau. We are surrounded by fantastic views of mountains the Gastineau Channel and are conveniently located near many restaurants and stores for easy access to lunch and shopping. We are also located near the Downtown Transit Center if taking the bus is your preferred method of travel.
For information on the Juneau community (including schools hospitals and housing) please review theAlaska Community Profiles.
Competencies required for this position:Decisiveness: Makes wellinformed effective and timely decisions even when data are limited or solutions produce unpleasant consequences; perceives the impact and implications of decisions.
Interpersonal Skills: Shows understanding friendliness courtesy tact empathy concern and politeness to others; develops and maintains effective relationships with others; may include effectively dealing with individuals who are difficult hostile or distressed; relates well to people from varied backgrounds and different situations; is sensitive to cultural diversity race gender disabilities and other individual differences.
Adaptability:Adjusts planned work by gathering relevant information and applying critical thinking to address multiple demands and competing priorities in a changing environment.
Planning and Evaluating: Organizes work sets priorities and determines resource requirements; determines short or longterm goals and strategies to achieve them; coordinates with other organizations or parts of the organization to accomplish goals; monitors progress and evaluates outcomes.Special Note- All positions require valid ID and successful completion of a background investigation including fingerprinting and a criminal records check.
- The successful candidate may be required to attend multiple training courses normally located in Anchorage.
A cover letter is NOT required for this position. Your complete application will be used to determine which applicants will advance to the interview phase of the recruitment and selection process.
To view the general description and example of duties for an Administrative Assistant 3please go to the following link: QualificationsOne year of experience performing journeylevel technical duties in one or more administrative functional areas such as human resources accounting administration and procurement. This experience includes work such as Administrative Assistant 2 Accounting Technician 2 Human Resource Technician 2 and similar classes with the State of Alaska or the equivalent with another employer.
OR
Two years of postsecondary education from an accredited college 32 semester hours or 48 quarter hours equals 1 year).
OR
Two years of entrylevel 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
Two years of any combination of postsecondary education vocational education and/or entrylevel technical experience in one or more administrative functional areas such as human resources accounting administration and procurement. (Three semester or four quarter hours of postsecondary education are equal to one month of experience; 150 hours of vocational education are equal to one month of experience. The required 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.
Special Note:
Examples of journeylevel technical duties include:
Calculating or auditing timesheets including a variety of standard premium pays such as overtime shift differentials hazard recall and standby; reviewing and correcting calculations and coding completed by other staff; coordinating the notification of employees and supervisors of entitlements and obligations.
Determining which of several accounts journals and ledgers are affected by a transaction and certifying entry or adjustment; and reconciling subsidiary account balance with control ledgersfor example encumbrance accounts receivable balance project balance and authorized balance.
Purchasing supplies materials and equipment through vendors on the open market contract awards and/or other standard forms of purchasing; preparing and processing documents in the receipt issuing and transferring of goods; expediting the flow of goods from vendor to user.
Examples of entrylevel 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.Additional Required Information
At time of interview applicant is requested to submit:
- A copy of academic transcripts (unofficial are acceptable but must include the institution name/URL on documents provided) if required to meet minimum qualifications.
- A list of three 3 professional* references including daytime telephone numbers and email address; at least two 2 of these must be from a current or former supervisor.
- Professional is defined as a supervisor or an individual who has direct knowledge of your work performance.
Please read the below information carefully. This applies to your application submission.NOTE: Attaching a resume or curriculum vitae is not an alternative to filling out the application in its entirety. 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.
EDUCATION
To verify education being used to meet the required minimum qualifications 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 being used to meet the minimum qualifications for a position and are required with each application. (Unofficial are okay please ensure that the institution/URL name is listed on the transcripts). Transcripts can be attached at the time of application provided at the time of interview or if not provided transcripts will be required prior to appointment.
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. Omission of required documentation listed will result in an incomplete application and you will not receive further consideration.
WORK EXPERIENCE
When using work experience not already documented in your application please provide the employers name your job title dates of employment and whether fullor parttime. Applications will be reviewed to determine if the responses are supported and minimum qualifications are clearly 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 in which you are applying.
If you are 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 there are minimum qualifications that 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.
LEGAL EMPLOYMENT
The States 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 in the role as an employer sponsor.
The State of Alaska does not provide VISA Employer sponsorships.
RECRUITMENT SCOPE
This position is open to Alaska Residents only. Please check ourresidency definition to determine if you qualify.
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 successfully apply. Instructions on how to apply with Workplace Alaska may be found on the Workplace Alaska How to Apply webpage found here: regarding the application process can be directed to the Workplace Alaska hotline at(toll free) or . 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 domains. For information on allowing emails from the domains visit the Lost Password Help page located at 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 callin Juneau or TTY: Alaska Relay 711 oror correspond with the Division of Personnel & Labor Relations at: P. O. Box 110201 Juneau AK. The State of Alaska is an equal opportunity employer.Contact Information
WORKPLACE ALASKA APPLICATION QUESTIONS & ASSISTANCE
Questions regarding application submission or system operation errors should be directed to the Workplace Alaska hotline at(toll free) orif you are located in the Juneau area. Requests for information may also be emailed to
For applicant password assistance please visit: specific information in reference to the position please contact the hiring manager at:
Name:Samantha Evans Administrative Officer 2
Phone:
Email: @Employment Type
Full-Time
Key Skills
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