Executive Secretary ACPE PCN 05-0102
Executive Secretary ACPE PCN 05-0102
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Job Description
Job Description
The recruitment period for this vacancy has been extended. If you have already applied for this position there is no need to reapply.
Are you a professional seeking a dynamic and challenging work environment
Do you enjoy working independently and as part of an executive team
Do you thrive in a fastpaced and supportive work environment
Do you enjoy working with a Board and providing support to Board members
If you answered yes to these questions you have found the position to apply for!
The Alaska Commission on Postsecondary Education (ACPE) is seeking an Executive Secretary to provide administrative support and legislative liaison for the Executive Director the 14member Commission and the 5member Alaska Student Loan Corporation Board. This position functions as the Executive Directors principal administrative assistant and Commission/Corporations recording secretary. In addition this position is responsible for administrative support services in the Executive Directors Office serves as the primary liaison for contact with the Alaska Legislature and Governors office and is the regulations coordinator for the agency.
The Alaska Commission on Postsecondary Education (ACPE) provides sustainable solutions for college career and technical training.Our Juneau office is conveniently located in the Vintage Business Park area of Mendenhall Valley close to the bus line with plenty of available parking. Positions with the Commission are eligible for all State of Alaska health care leave and retirement benefits.
For more information about ACPE our mission and our services visit our website at:
Duties include but are not limited to:
Secretary to ACPE and ASLCRecord and maintain the proceedings of Commission meetings including subcommittee and other related meetings
Record and maintain the proceedings of Corporation meetings including subcommitteeand other related meetings
Coordinate Commission/Corporation meeting sites accommodations travel and finalize travel itineraries for the Executive Director and Commission/Corporation members
Provide and publish all meeting notices according to Alaska meeting laws
Write and distribute periodic and ad hoc Commission legislative and related updates and newsletters
Maintain official records of the Commission/Corporation meeting minutes and other corporate documents
Serve as the central contact point for all legislative inquiries to and responses by ACPE
Monitor all legislation that may affect ACPE and/or ASLC
Maintain the legislative calendar of meetings/events and be responsible for its timelydistribution
Attend various legislative hearings and/or functions as assigned
Provide administrative support to Executive Director to carry out the legislative agenda of ACPE
Primary administrative support to Executive Director
CoordinatesupportforExecutiveAreastaff
Actasagencyregulationscoordinatorincludingdraftingregulationsandfunctioningasliaison with Department of Law
Oversee the Executive Directors schedule and the ACPE calendar of events
Serve as a member of the ACPE senior management team
Maintain minutes of management team and other staff meetings as assigned
The ideal candidate will possess the following knowledge skills and abilities:
Knowledge of:
State agency operations and organization
Interagency and intraagency communicationsBasic understanding of personnel issues
Procedures and protocol of agency interaction with a variety of elected and appointed officials and other dignitaries
Parliamentary procedure
Regulations policies and procedures governing the Alaska Student Loan Program
Skills in:
Handling matters of sensitivity with dignity and discretion
Interpreting the intent and identifying the significant substance of committeediscussions/transactions and summarizing same
Interpersonal interactions
Personal interaction with staff legislative personnel and the public
Utilization of secretarial skills and tools
Ability to:
Effectively communicate with a variety of audiences
Apply discretion and sensitivity as needed in handling confidential and routine matters andinformation
Accurately interpret meeting proceedings for transcription and recording
Serve as observer/recorder of public meetings in an unobtrusive manner
Prioritize and manage a variety of tasks simultaneously
Function as the executive director s executive assistant with effectiveness and efficiency
Series levels are distinguished by the organizations business needs and the candidates experience proficiency judgment and independence.
Minimum Qualifications
Graduation with a fouryear degree from an accredited college preferably in a business or communicationsrelated field AND one year of experience providing administrative support in a government environment
ORFive years experience with the State of Alaska or other governmental entity with three of those years providing executive administrative support to a division or agency head.
SUBSTITUTIONPosthigh school training/education in a related subject/program may be substituted on a year foryear basis for up to three years of the required experience.
Other Information
This is a fully exempt job class under AS 39.25.11011.Additional Required Information
EDUCATION
If postsecondary education is used to meet minimum qualifications you must complete the Education and Training section of the application and attach your transcripts or diploma (whichever is necessary to verify eligibility) to your application. If you have not obtained a degree please indicate the number of credit hours earned in the Degrees Obtained field. If postsecondary education is used to meet minimum qualifications and you do not attach transcripts or a diploma your application will be considered incomplete and it will not advance to the next phase of the recruitment and selection process.
SPECIAL INSTRUCTIONS FOR FOREIGN EDUCATIONEducation completed at 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 transcripts are 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.
THIS RECRUITMENT IS FOR ALASKA RESIDENTS ONLY
This recruitment is open to Alaska Residents only. ApplicantsmustmeetAlaska Residency Requirementsto be considered for employment at this time.
INTERVIEWApplicants invited for an interview will be required to provide the following at time of interview:
List of three 3 professional references including current daytime phone numbers
Copies of your two 2 most recent performance evaluations
Two professional writing samples
SPECIAL NOTICE: PLEASE READ CAREFULLYAn applicants response to the minimum qualification question must be supported by the job application.
This position is in the exempt service; therefore it is not covered by the terms of a collective bargaining agreement. As a result ACPE may choose to fill this position as soon as a qualified applicant is identified. While ACPE is in the Department of Education and Early Development for administrative support services only the Commission and its staff are not subject to the direction of the Commissioner of Education and Early Development nor the State Board of Education.
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.
Applicants who have any type of educational loan with the Commission must be current in payments to be considered for employment. A routine background check will be conducted on those applicants interviewed and under serious consideration for the position.
EEO STATEMENTThe 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 callorin Juneau or(TTY) or 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) or 907if you are located in the Juneau area.
For applicant password assistance please visit: specific information in reference to the position please contact:Ms. Grace Newman
Administrative Assistant
Voice:
Confidential Fax:
Employment Type
Full-Time
