Administrative Assistant 2 (PCN 25-3854)

ATTENTION ALL ALASKA RESIDENTS!

Embark on a vital voyage with the Alaska Marine Highway System as an Administrative Assistant 2 where your skills will orchestrate seamless travel for our dedicated vessel crew and shoreside professionals. From coordinating approved itineraries to reconciling per diem reimbursements you will be the steadfast navigator ensuring operational excellence across Alaskas majestic waterways. If you thrive on meticulous organization derive satisfaction from empowering colleagues and seek a role that blends administrative acumen with meaningful maritime impact this position invites you to chart a course toward professional fulfillmentapply today and set sail with us.

What you will be doing:

As the team lead Administrative Assistant 2 youll provide guidance and direction to administrative staff assigning and reviewing work to ensure compliance with AMHS policies and procedures while collaborating closely with Dispatch and Shoreside Management to coordinate travel for vessel crews and shoreside staff across Alaska. With crews often needing to report to various locations on short notice youll interpret eligibility arrange travel communicate itineraries and train team members on key processes including procurement protocols. Youll also master multiple union contracts navigate the States Corporate Travel Management system track travel expenses resolve routine issues (escalating complex matters to the Administrative Officer 2) monitor staff performance for efficiency and maintain accurate records.

Our organization mission and culture:

Working for the Alaska Marine Highway System offers employees an opportunity to contribute to the unique system providing transportation to over 30 communities along the 3500 Alaskan coast line the only marine route recognized as a National Scenic Byway and All-American Road. This is a fast-paced office environment filled with fun hardworking and dedicated professionals who support each other through teamwork.

The benefits of joining our team:

This position works with a dynamic group of dedicated employees focused on customer service while enjoying the work day. There are opportunities within the State of Alaska for training in the scope of general office culture and safety.

The working environment you can expect:
This is a shoreside office position located at the Ketchikan Central Office at 7037 N Tongass Hwy on the second floor and will require the use of stairs. This position works and communicates daily with vessel employees and other departmental staff either through Microsoft Outlook Microsoft Teams over the phone or in person. The position works mostly independently with minimal supervision and may require emergency travel modifications.

Who we are looking for:

The following competencies contribute to success in this position:

• Planning and Evaluating: Organizes work sets priorities and determines resource requirements; determines short- or long-term goals and strategies to achieve them; coordinates with other organizations or parts of the organization to accomplish goals; monitors progress and evaluates outcomes.
• Customer Service: Works with clients and customers (that is any individuals who use or receive the services or products that your work unit produces including the general public individuals who work in the agency other agencies or organizations outside the Government) to assess their needs provide information or assistance resolve their problems or satisfy their expectations; knows about available products and services; is committed to providing quality products and services.
• Leadership: Influences motivates and challenges others; adapts leadership styles to a variety of situations.
• Clerical: Knowledge of filing typing entering data maintaining records taking shorthand and using and completing forms.
• Flexibility:(*)Is open to change and new information; adapts behavior or work methods in response to new information changing conditions or unexpected obstacles; effectively deals with ambiguity.

To view the general description and example of dutiesfor positions pleasego to the following link:

Qualifications

Six months 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
One year of advanced-level 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 post-secondary education from an accredited college (32 semester hours or 48 quarter hours equals 1 year)

OR
One year of any combination of post-secondary education vocational education and/or advanced-level clerical experience. (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.)

Special Note:
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.

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).

**NOTE: PLEASE READ THE FOLLOWING CAREFULLY**

ALASKA RESIDENTS ONLY
Please be sure to check ourresidency definitionto determine if you qualify.

SUPPLEMENTAL QUESTIONS
This recruitment utilizes a supplemental questionnaire as part of the application process. These questions may be a mix of written multiple-choice and select all that apply questions. The answers you provide to the questions will be an opportunity for you to tell us about your experience and/or education. The answers will be used to determine which applicants will advance to the interview phase of the recruitment and selection process; please be as thorough and accurate as you can.

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

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.

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 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.

For specific information in reference to the position please contact the hiring manager at:

Gerry Balluta
Administrative Officer 2

Phone: