Administrative Assistant 3 (PCN 027011)

***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.

The Alaska Pioneer Homes Central Office is recruiting for an Administrative Assistant 3. This position works at the division level at Central Office in support of multiple Pioneer Homes in 6 cities and a Pharmacy. This job class is part of the ASEA General Government Union.

1. $29.93 Administrative Assistant 3 Range 15 starting wage per hour.

The mission of the Division of the Alaska Pioneer Homes is:Providing elder Alaskans a home and community celebrating life through its final breath.

This position is an integral part of a highly motivated and customer service-oriented agency in support of six Pioneer Homes and the Central Office.

Our division values are:

• Positive Attitude: We enjoy what we do. Optimism inspires open-mindedness and creativity.
• Love: We love who we serve. Out of love and respect for our residents we put their needs before staff convenience.
• Accountability: We do what we say. We are accountable to our residents to their families and to each other. Accepting responsibility is essential as we plan and deliver care.
• Trust: We say what we mean. Open and honest communication is crucial to earning the trust of our residents their families and our coworkers.
• Excellence: We provide excellent care every resident every day every time. Our own excellence inspires excellence in others including residents families and our coworkers.

What you will be doing:This position performs a variety of administrative support tasks in support of the division; tracks personnel and payroll maintains develops and shares report information and administrative paperwork.

The benefits to joining our team: This position is part of an amazing team with opportunities to make a positive impact on the quality of life for our Alaskan elders by providing excellent centralized services.

The working environment you can expect: This job is in the State Office Building located at 333 Willoughby Suite 757 in Juneau Alaska. Imagine reporting to work where you can enjoy a team-oriented setting with parking and easy access to the amenities in downtown Juneau.

Who we are looking for: Position-specific knowledge skills and abilities that are desired or contribute to the success in this position:

1. Advanced proficiency level and experience in administrative processes record keeping use of equipment applications and tools necessary to support the operations of a centralized organization following policies and procedures to ensure compliance with applicable statutes regulations and division policies.
2. Skill and experience performing journey level technical duties in human resources accounting administration and procurement.
3. High level of interpersonal skill to communicate effectively both orally and in writing working independently and as part of a team listening interpreting explaining and applying rules and instructions for various groups.
4. Skill and ability with time management and dealing with frequently changing priorities.
5. Skill in gathering data analyzing facts accurately determining their application in response to the circumstances designing and creating databases and spreadsheets and in drafting reports and correspondence related to this work.

Other Job information:

1. This position is part of the Central Office team in support of six Pioneer Homes 24-hour facilities providing Assisted Living Care for Alaskan Elders.

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 the Administrative Assistant III position please go to the following link: Qualifications

One year of experience performing journey-level 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 post-secondary education from an accredited college (32 semester hours or 48 quarter hours equals 1 year).

OR
Two years of entry-level 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 post-secondary education vocational education and/or entry-level technical experience in one or more administrative functional areas such as human resources accounting administration and procurement. (Three semester or four quarter hours of post-secondary 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 journey-level 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 ledgers--for 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 entry-level 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.

At time of interview applicant must provide:

1. Three (2) professional references (including work/supervisor-related). and three (3) character references (personal) with current contact information.
2. Last two (2) most recent work performance evaluations.

If selected and prior to hire applicant will be asked to:

1. Submit to fingerprinting and criminal background check screening.

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

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.

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 employer 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. 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.

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.

The State of Alaska does not provide VISA Employer sponsorships.

RECRUITMENT SCOPE
This position is open to Alaska Residents only. Please check ourresidency definitionto 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 ALEXsys 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 (907) 465- 4095. 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 call 1- 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.

WORKPLACE 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:
specific information in reference to the position please contact the hiring manager at:
Name:Georgene Wallin

Title: Administrative Officer I
Phone:
Email: