Administrative Assistant 2 (PCN 060676)

Welcome to the Department of Health!

Wed be delighted to have you join our team.

If you envision yourself in this role and are ready to start an exciting career with us apply today!

Come join our team as the Administrative Assistant 2 who keeps our division running smoothly and ensures that staff has the support they need to serve Alaskans effectively. You will be:

• Providing essential administrative support across personnel finance procurement and record management functions all while helping staff navigate processes efficiently.
• Review code process and track invoices P-card activity IT blanket items and travel documentation to ensure accuracy and timely payment.
• Coordinate recruitment and onboarding activities including preparing job postings routing applicants initiating IT setup and maintaining personnel files.
• Manage signature routing organizational chart updates and timesheet review and entry to support daily operations.
• Assist with procurement entry and tracking invoice corrections asset inventory and other administrative tasks that keep the division organized and responsive.

Who we are looking for:
The ideal candidate will possess some or all of the following position-specific competencies in addition to the minimum qualifications listed below:

• 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.
• Attention to Detail: Is thorough when performing work and conscientious about attending to detail.
• Interpersonal Skills: Shows understanding friendliness courtesy tact empathy concern and politeness to others; develops and maintains effective relationships with others; may include effectively dealing with individuals who are difficult hostile or distressed; relates well to people from varied backgrounds and different situations; is sensitive to cultural diversity race gender disabilities and other individual differences.
• Self-Management: Sets well-defined and realistic personal goals; displays a high level of initiative effort and commitment towards completing assignments in a timely manner; works with minimal supervision; is motivated to achieve; demonstrates responsible behavior.
• Computer Skills: Uses computers software applications databases and automated systems to accomplish work

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).

At the time of the interview please provide the following:

1. Three (3) professional references whom we may contact by phone are required. One (1) of these references must be your current or most recent supervisor if not already provided in the application.
2. A copy of academic transcripts (unofficial is okay; please ensure that the institution name/URL is listed on the transcripts) is used to support that you meet the minimum qualifications competencies.