Administrative Assistant 2 (PCN 045039)

The Treasury Division of the Alaska Department of Revenue is recruiting for an Administrative Assistant 2 located in Juneau Alaska!

What You Will Be Doing:

The Administrative Assistant 2 supports the Administrative Operations Manager position in meeting division goals. These goals include but are not limited to providing clerical support accounts payable and receivable processing and management travel coordination and other administrative duties. This position provides clerical support for a variety of administrative functions ranging from processing mail answering calls and preparing materials or establishing venues for stakeholder meetings.

The position is also the primary processor of invoices and accounts payable for the division. This involves ensuring invoices are accurate and appropriate applying the correct financial coding requesting and managing encumbrances including purchase orders and contracts and tracking expenditures and requesting adjustments as necessary.

The incumbent will provide travel planning policy procedure and coordination assistance to Treasury staff and ensure the proper clearing and coding of travel charges occurs timely. This requires gathering information for and communication with outside agencies.

Our Mission Values and Culture:

The Treasury Division is the bank and trust department for the State of Alaska. It provides investment portfolio management cash management debt management and accounting services for the various retirement funds the State of Alaskas General Fund the Constitutional Budget Reserve Fund and numerous other funds and trusts.

Benefits of Joining Our Team:

Prior state experience is not required for this position. We will provide training for you! For more information on the Treasury Division and our mission please visit our website at:

The Working Environment You Can Expect:

This position is located on the 11th floor in the State office building in downtown Juneau and have access to the covered parking garage.

Who We Are Looking For:

We are interested in candidates who possess some or all of the following position specific competencies:

• Attention to Detail: Is thorough when performing work and conscientious about attending to detail.
• Adaptability: adjusts planned work by gathering relevant information and applying critical thinking to address multiple demands and competing priorities in a changing environment.
• Accountability: Holds self and others accountable for measurable high-quality timely and cost-effective results. Determines objectives sets priorities and delegates work. Accepts responsibility for own actions and decisions. Complies with established control systems and rules.
• Analytical Thinking/Problem Solving: uses a logical systematic sequential approach to address problems or opportunities or manage a situation by drawing on ones knowledge and experience base and calling on other references and resources as necessary.
• Arithmetic/Mathematical Reasoning: Performs computations such as addition subtraction multiplication and division correctly; solves practical problems by choosing appropriately from a variety of mathematical techniques such as formulas and percentages.

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).

**PLEASE READ THE FOLLOWING CAREFULLY**

REQUIRED OF ALL APPLICANTS

1. List of three (3) professional references to include daytime telephone and email address. One must be a current or former supervisor.
2. Last two (2) performance evaluations. If unavailable supervisory letters of recommendation can be substituted.

BACKGROUND CHECK

The successful candidates must pass a comprehensive background investigation which includes a criminal history check.

EDUCATION

If post-secondary education is required to meet the minimum qualifications you must fill in the Education section of the application. Copies of transcripts are required to verify educational credentials and must be attached to your application upon submission. Unofficial transcripts are acceptable provided they include the URL and institution name.

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 omission of the required documentation listed will result in an incomplete application and you will not receive further consideration.

WORK EXPERIENCE

If using work experience not already documented in your application also 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. 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.Noting see resume or CV or any similar response on any portion of your application may lead to a determination that your application is incomplete and removal from consideration for this job posting.

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 a hard copy application. If you accessed this recruitment bulletin through a job search portal such as AlaskaJobs or another database you MUST use a Workplace Alaska online or hard-copy application to apply successfully. 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 that your email address is correct on your application and that your spam filter will permit emails from the domain.For information on allowing emails from the domains visit the Lost Password Help page at STATEMENT

The State of Alaska complies with Title I of the Americans with Disabilities Act (ADA). Individuals with disabilities who require accommodations auxiliary aids 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 in the Juneau area. Requests for information may also be emailed to

For assistance with applying for a password please visit Information

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

Chris Madsen Administrative Operations Manager 1

Email:

Phone Number: