Administrative Assistant 2 PCN 054034
Administrative Assistant 2 PCN 054034
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Job Description
Job Description
This position is open to Alaska Residents only. Please check ourresidency definitionto determine if you qualify. What you will be doing:
The Department of Education and Early Development is recruiting for an Administrative Assistant 2 position in Juneau.
You will be an essential member of the Libraries Archives and Museums administrative team. Under the general direction of the Administrative Officer 2 you will serve as a subject matter expert and goto person for division finances such as reviewing and analyzing Point of Sale (POS) reports cash handling and credit card acceptance accounts payable and receivable procurement and travel point person on division human resource functions. You will also participate on the APK building management team responsibilities for opening closing and responding to immediate building operating needs. This position works Sunday through Thursday during the tourist season (approximately April through September) and Monday through Friday during the offseason months)
Our organization mission and culture:The mission of the Division of Libraries Archives and Museums (LAM) is to promote lifelong learning through Alaskas diverse history art and culture. The Administration Section handles budgeting procurement hiring general building operations and personnel processes to free the sections of Libraries Archives and Museums to focus on their functions necessary to meet this mission. Your essential work in in the areas of timekeeping accounts payable and receivable procurement and purchasing building management marketing and publicity and travel ensures LAM meets its mission.
The benefits of joining our team:
There are many benefits of joining our team! As a member of the Administration team you will have the opportunity to work with team members across the Division. The Administration team supports each other through open communication and information sharing about daily activities in a collegial work style. As an employee with the State of Alaska you will have access to related trainings and professional development and an opportunity to advance within the State of Alaska workplace system.
The working environment you can expect:
This position is located in the beautiful Father Andrew P. Kashevaroff (APK) State Libraries Archives and Museums Building in downtown Juneau. The APK has dedicated parking easy access to the amenities of downtown Juneau an onsite caf and views of the Gastineau Channel and surrounding mountains. Our work environment includes an open floor plan workspace. The work culture is collegial collaborative and professionally inspiring as staff work together to support LAMs mission.
Who we are looking for:
Experience working with confidential information and documents. Ability to read interpret and explain policies procedures and legal documents. Knowledgeable in reconciliation of accounts and auditing. Ability to communicate effectively with others both verbally and in writing. Ability to prioritize tasks efficiently while maintaining a high level of accuracy.Minimum Qualifications
Six months 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
One year of advancedlevel 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 postsecondary education from an accredited college 32 semester hours or 48 quarter hours equals 1 year)
OR
One year of any combination of postsecondary education vocational education and/or advancedlevel clerical experience. (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.
Special Note:
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.
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 Drivers License (CDL).Additional Required Information
SPECIAL NOTES ABOUT POSITION
While CPR and First Aid Certification are desirable they are not required by regulation or law.
Valid drivers license preferred
This position requires frequent use of the following documents and programs: Alaska Administrative Manual Alaska Administrative Code Alaska Statutes collective bargaining union contracts State Personnel Rules ALDER and IRIS user manuals.
This position requires excellent interpersonal skills are required as this position communicates with other sections departments state agencies and the public on a daily to weekly basis. Good writing and communication skills are critical as well as the ability to work independently. The ability to make decisions on a variety of subjects is essential to the success of the incumbent. Excellent computer skills are necessary as well as being multitaskoriented and able to manage numerous projects and deadlines
EDUCATION
To verify education is being used to meet and/or support the required minimum qualifications/competencies 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 used to meet or support the minimum qualifications/competencies for a position and are required with each application. (Unofficial is okay; please ensure the institution/URL name is listed on the transcripts). Transcripts can be attached at the time of application or provided at the time of interview; if not transcripts will be required before employment.
SPECIAL INSTRUCTIONS FOR FOREIGN EDUCATION
If education is completed in a foreign college or university it 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 the 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.The omission of the required documentation listed will result in an incomplete application and you will not receive further consideration.
WORK EXPERIENCEWhen using work experience not documented in your application please provide the employers name job title employment dates and whether you worked fulltime or parttime. Applications will be reviewed to determine if the responses are supported and if minimum qualifications are 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 you are applying for.
If you have 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 minimum qualifications 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.
NOTE: Attaching a resume or curriculum vitae is not an alternative to filling out the application.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.
The State of Alaska does not provide VISA Employer sponsorships.
EEO 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
Employment Type
Full-Time
