Law Office Assistant 3 (02-1303)

This position is open to Alaska Residents only. Please check ourresidency definitionto determine if you qualify.

What You Will Be Doing

This position acts as the agencys office manager and has daily interaction with a wide variety of people inlcuding elected and appointed state and local officials members of state and local boards and commissions and municipal clerks. It is fast-paced with continually changing tasks and priorities and many of the activities in our office are relevant to current affairs both at the state and local levels. This position supervises one other law office assistant position within the agency and provides administrative support for agency staff.

Our Organization Mission and Culture

APOCs mission is to encourage public confidence in their elected and appointed officials by administering Alaskas disclosure statutes and publishing financial information regarding the activities of election campaigns public officials lobbyists and their employers. This position works with filers to answer foundational questions about areas of disclosure requirements assists senior staff with various support tasks such as preparing and proofing routine correspondence processing case filings and posting documents through our website. You will work closely with APOC staff and other divisional contacts. Daily tasks will include all administrative support functions to keep our office running smoothly such as receiving and routing phone calls processing incoming/outgoing mail receiving and posting penalty payments processing invoices processing bank deposits and payroll using State of Alaska software systems including IRIS Financial and IRIS Human Resource Management.

The Benefits of Joining Our Team

We are a small agency committed to providing excellent customer service to our filers and the public at large. We value dependability and strive to promote from within. Your role will directly assist filers with compliance and navigating our electronic filing system and plays an integral part in the success of your co-workers and the agencys mission.

The Working Environment You Can Expect

This position is located in the Anchorage office located within the Charter College building at Lake Otis Pkwy. and Northern Lights Blvd. Our building offers covered and heated parking with close proximity to shopping the bike trail and the U-Med district. Daily work will include acting as the point of first contact for callers and assisting with routine questions; processing incoming/outgoing mail; assisting senior staff with filer reminders of upcoming deadlines; maintaining electronic files of documents received and served; collecting staff timesheets and entering payroll; acting as the recording secretary for Commission meetings; and receiving and processing civil penalty payments.

Who We Are Looking For

The successful candidate for this position will possess the following:

• Ability to communicate effectively and professionally;

• Desire to cross-train and share work responsibilities;

• Competency with standard office equipment and Microsoft Office programs;

• Attention to detail and organizational skills;

• Ability to work independently with initiative and little supervision; and

• Desire to work proactively anticipate problems and identify solutions.

PI01A3 Law Office Assistant 3

Two years of cumulative experience as a Law Office Assistant with the State of Alaska;

OR

Three years of clerical experience in a law office or clerical experience that included the regular proficient use of electronic management information systems and word processing and other standard business software applications and preparing reviewing or processing legal documents such as affidavits court reports demand letters discovery requests or responses entries of appearances hearing transcripts memoranda of advice/instruction motions legal opinions subpoenas and/or writs.

Substitutions:

A bachelors degree in a legal field of study may substitute for up to 18 months of the required experience.

An associates degree or specific vocational-technical certification in a legal support career area (e.g. paralegal Law Office Assistant legal secretary or criminal justice) may substitute for one year of clerical experience in a law office.

Vocational-Technical Certification in a business support (e.g. administrative office technology business and marketing management entrepreneurship or office assistance) career area may substitute for up to 6 months of the required experience.

Post-secondary education from an accredited college or university may substitute for up to 6 months of the required experience (2.67 semester hours or 4 quarter hours equal one month).

Special Note (All Levels):

Most positions require incumbents to be able to obtain a Notary Public upon hire and to be able to pass a criminal background check to meet security requirements for using criminal record networks such as APSIN and National Crim Enforcement Information Center/National Law Enforcement Telecommunications System (NCIC/NLETS). If this requirement is present it will be stated in the vacancy announcement.

Please read the below information carefully. This applies to your application submission.

THIS RECRUITMENT IS FOR ALASKA RESIDENTS ONLY

Please be sure to check our residency definition to determine if you qualify.

• Three professional references

• Three most-recent evaluations or letters of reference who have had supervisory responsibility over you along with their daytime contact phone numbers.

EDUCATION
If post-secondary education is required to meet the 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 if used to meet the minimum qualifications for a position. Transcripts can be attached at the time of application or within 48 hours of the close of this recruitment to the contact person listed below.

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.

WORK EXPERIENCE
If using work experience not already documented in your application also provide the employers 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 may not advance to the interview and selection phase of the recruitment.

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.

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: 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 call 1- or in Juneau or TTY: Alaska Relay 711 or 1- 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.

NOTICE

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 ALASKA APPLICATION QUESTIONS & ASSISTANCE

Questions regarding application submission or system operation errors should be directed to the Workplace Alaska hotline at 1- (toll free) or if you are located in the Juneau area. Requests for information may also be emailed to
For applicant password assistance please visit: Information

Heather Hebdon
Executive Director