State of Alaska
Overview
This position is open to Alaska Residents only. This description is for an Administrative Assistant 2 located in Juneau with the Alaska Department of Fish and Game, Division of Sport Fish. What you will be doing Under general direction and as an assistant to Headquarters' Administrative Officer 2 (AO2) in Juneau, the incumbent provides para-professional level assistance with the processing of multiple day-to-day administrative tasks including personnel, payroll, evaluations, recruitment, budget, accounting, travel, procurement, inventory, and adapting internal processes to meet the needs of the division statewide. The incumbent provides daily assistance to division staff regarding administrative, personnel, and accounting related functions. The incumbent of this position provides coverage for the AO2 in that person’s absence, acting with delegated authority as appropriate. Our Organization, Mission, And Culture
The mission of the Division of Sport Fish is to protect, maintain and improve the valuable sport fisheries in Alaska. The administrative unit provides support to the Division's biologists, researchers, and technicians serving Alaskans and overseeing Alaska's wide range of sport fisheries. The Alaska Department of Fish & Game strives for a diverse and inclusive workforce where safety and well-being are paramount, and employees at all levels promote a culture where everyone is valued, treated equitably, and treated respectfully. Benefits of joining our team
As a part of our team, you will have a crucial role managing a variety of administrative processes and the opportunity to work with an outstanding and diverse group of employees who are dedicated to protecting and maintaining the valuable sport fisheries in Alaska. The selected candidate will work with various State of Alaska systems including ALDER, OPD, IRIS HRM, IRIS Financial, Workplace Alaska; and Fish & Game programs such as TEARS and APS. Working conditions
This position is based at the Alaska Department of Fish & Game headquarters in Juneau. You will have a private, walled cubicle and will work in a collaborative and supportive environment alongside administrative and accounting staff from headquarters, regional offices, the Division of Administrative Services, and other departmental divisions. Who we are looking for
In addition to the Minimum Qualifications below, we are looking for a candidate with the following competencies: Interpersonal Skills and Customer Service: Shows understanding, friendliness, courtesy, tact, and politeness to others; develops and maintains effective relationships with customers (division and department staff as well as vendors). Assess customers needs, provide information and assistance, resolve their problem, or satisfy their expectations. Attention to Detail: Sees and pays attention to details; recognizes the competent parts of a procedure or object, and verify correctness or error in an individual part or procedure. Self-Management: Sets well-defined and realistic personal goals; displays initiative, effort, and commitment towards completing assignments in a timely manner; works with minimal supervision; is motivated to achieve; demonstrates responsible behavior. Adaptability: adjusts planned work by gathering relevant information and applying critical thinking to address multiple demands and competing priorities in a changing environment. Decision Making: Makes sound, well-informed, and objective decisions; perceives the impact and implications of decisions; commits to action, even in uncertain situations, to accomplish organizational goals; causes change. To view the general description and example of duties for an Administrative Assistant 2 please go to the following link: https://www.governmentjobs.com/careers/Alaska/classspecs Minimum 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 Driver's License (CDL). Additional Required Information
REQUIRED DOCUMENTS If selected, please provide the following at the time of the interview: Transcripts if using education to meet MQ's. Copies of your last two evaluations, or two letters of recommendation from a current or past employer. Three professional references with current daytime contact information. At least one reference being a current or former supervisor. A cover letter is NOT required for this position. Your complete application, including supplemental questions, will be used to determine which applicants will advance to the interview phase of the recruitment and selection process. SUPPLEMENTAL QUESTIONS For your application to be evaluated you must answer the Supplemental Questions. Be specific in your answers and tell us how you acquired the relevant experience. Please use complete sentences and proof-read your submissions when answering the supplemental questions. Your responses will be considered a writing sample and will be used to determine which applicants will advance to the interview phase of the recruitment process. EDUCATION To verify education is being used to meet and/or support the required minimum qualifications/competences, 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. (Unofficial is okay; please ensure the institution/URL name is listed on the transcripts). 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. Work Experience If using work experience not already documented in your application, also provide the employer's 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. 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. EEO STATEMENT The State of Alaska complies with Title I of the Americans with Disabilities Act (ADA). Individuals with disabilities, who require accommodation, auxiliary aids or services, or alternative communication formats, please call 1-800-587-0430 or (907) 465-4095 in Juneau or TTY: Alaska Relay 711 or 1-800-770-8973 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 goVernmentJobs.com domains. For information on allowing emails from the governmentjobs.com domains, visit the Lost Password Help page located at https://www.governmentjobs.com/OnlineApplication/User/ResetPassword. Contact Information For specific information in reference to the position please contact the hiring manager Alejandra Duby Administrative Operations Manager 2 907-465-2751 alejandra.duby@alaska.gov Careers with the State of Alaska offer MANY benefits The following information describes typical benefits available to employees of the State of Alaska. Actual benefits received may differ by bargaining unit or branch of government, position type, or be prorated for other than full time work. For a quick breakdown of the insurance, health, and retirement benefits available for State Employees you can view an orientation video from Division of Retirement and Benefits. (Please note this video is specifically designed for new State Employees.) Insurance Benefits
Health insurance, which includes employer contributions toward medical/vision/dental The following employee groups are under AlaskaCare Benefits administered by the State: See https://drb.alaska.gov/help/plans.html for additional information. AVTEC Confidential Correctional Officers Marine Engineers Mt. Edgecumbe Teachers Supervisory Unlicensed Vessel Personnel/Inland Boatman's Union Exempt employees (not covered by collective bargaining) The following employee groups are covered by Union health trusts. Contact the appropriate Union for additional information. General Government Labor, Trades and Crafts Public Safety Employees Association Masters, Mates & Pilots Employer paid Basic Life insurance with additional coverage available (amount depends on Bargaining Unit) Optional Insurance Benefits Group-based insurance premiums for Term life (employee, spouse or qualified same sex partner, and dependents) Long-term and short-term disability Accidental Death and Dismemberment Long-term care (self and eligible family members) Supplemental Survivor Benefits Employee-funded flexible spending accounts for tax savings on eligible health care or dependent care expenses Retirement Benefits Membership in the Public Employees Retirement System (PERS)/Teachers' Retirement System (TRS) Matching employer contribution into a defined contribution program (new employees) Employer contribution into a defined benefit or defined contribution program (current employees) Contributions to the Alaska Supplemental Annuity Plan in lieu of contributions to Social Security Option to enroll in the Alaska Deferred Compensation Program Note: The Defined Contribution Plan, Supplemental Annuity Plan and Deferred Compensation Program offer a variety of investment options See https://drb.alaska.gov/retiree/ for additional information Paid Leave & Other Benefits Personal leave with an accrual rate increase based on time served Twelve (12) paid holidays a year 01 Please describe your experience processing timesheets and/or payroll for a large organization using enterprise software. 02 Please describe your ability to comprehend, interpret, apply and explain complex policies and procedures to persons of all levels and abilities. 03 Please describe your experience processing personnel paperwork and recruitments for a large organization. 04 Please describe your experience providing general administrative support to an organization. Include how many staff and the level of support that was provided. 05 Please describe your experience providing travel, financial, and accounting support to a large organization. Describe the systems that you used to complete these tasks. Required Question Employer State of Alaska Address PO Box 110201 Juneau, Alaska, 99811 Phone (800) 587-0430 (Statewide toll-free number) (907) 465-4095 (Juneau and out-of-state callers) Website http://workplace.alaska.gov/
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This position is open to Alaska Residents only. This description is for an Administrative Assistant 2 located in Juneau with the Alaska Department of Fish and Game, Division of Sport Fish. What you will be doing Under general direction and as an assistant to Headquarters' Administrative Officer 2 (AO2) in Juneau, the incumbent provides para-professional level assistance with the processing of multiple day-to-day administrative tasks including personnel, payroll, evaluations, recruitment, budget, accounting, travel, procurement, inventory, and adapting internal processes to meet the needs of the division statewide. The incumbent provides daily assistance to division staff regarding administrative, personnel, and accounting related functions. The incumbent of this position provides coverage for the AO2 in that person’s absence, acting with delegated authority as appropriate. Our Organization, Mission, And Culture
The mission of the Division of Sport Fish is to protect, maintain and improve the valuable sport fisheries in Alaska. The administrative unit provides support to the Division's biologists, researchers, and technicians serving Alaskans and overseeing Alaska's wide range of sport fisheries. The Alaska Department of Fish & Game strives for a diverse and inclusive workforce where safety and well-being are paramount, and employees at all levels promote a culture where everyone is valued, treated equitably, and treated respectfully. Benefits of joining our team
As a part of our team, you will have a crucial role managing a variety of administrative processes and the opportunity to work with an outstanding and diverse group of employees who are dedicated to protecting and maintaining the valuable sport fisheries in Alaska. The selected candidate will work with various State of Alaska systems including ALDER, OPD, IRIS HRM, IRIS Financial, Workplace Alaska; and Fish & Game programs such as TEARS and APS. Working conditions
This position is based at the Alaska Department of Fish & Game headquarters in Juneau. You will have a private, walled cubicle and will work in a collaborative and supportive environment alongside administrative and accounting staff from headquarters, regional offices, the Division of Administrative Services, and other departmental divisions. Who we are looking for
In addition to the Minimum Qualifications below, we are looking for a candidate with the following competencies: Interpersonal Skills and Customer Service: Shows understanding, friendliness, courtesy, tact, and politeness to others; develops and maintains effective relationships with customers (division and department staff as well as vendors). Assess customers needs, provide information and assistance, resolve their problem, or satisfy their expectations. Attention to Detail: Sees and pays attention to details; recognizes the competent parts of a procedure or object, and verify correctness or error in an individual part or procedure. Self-Management: Sets well-defined and realistic personal goals; displays initiative, effort, and commitment towards completing assignments in a timely manner; works with minimal supervision; is motivated to achieve; demonstrates responsible behavior. Adaptability: adjusts planned work by gathering relevant information and applying critical thinking to address multiple demands and competing priorities in a changing environment. Decision Making: Makes sound, well-informed, and objective decisions; perceives the impact and implications of decisions; commits to action, even in uncertain situations, to accomplish organizational goals; causes change. To view the general description and example of duties for an Administrative Assistant 2 please go to the following link: https://www.governmentjobs.com/careers/Alaska/classspecs Minimum 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 Driver's License (CDL). Additional Required Information
REQUIRED DOCUMENTS If selected, please provide the following at the time of the interview: Transcripts if using education to meet MQ's. Copies of your last two evaluations, or two letters of recommendation from a current or past employer. Three professional references with current daytime contact information. At least one reference being a current or former supervisor. A cover letter is NOT required for this position. Your complete application, including supplemental questions, will be used to determine which applicants will advance to the interview phase of the recruitment and selection process. SUPPLEMENTAL QUESTIONS For your application to be evaluated you must answer the Supplemental Questions. Be specific in your answers and tell us how you acquired the relevant experience. Please use complete sentences and proof-read your submissions when answering the supplemental questions. Your responses will be considered a writing sample and will be used to determine which applicants will advance to the interview phase of the recruitment process. EDUCATION To verify education is being used to meet and/or support the required minimum qualifications/competences, 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. (Unofficial is okay; please ensure the institution/URL name is listed on the transcripts). 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. Work Experience If using work experience not already documented in your application, also provide the employer's 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. 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. EEO STATEMENT The State of Alaska complies with Title I of the Americans with Disabilities Act (ADA). Individuals with disabilities, who require accommodation, auxiliary aids or services, or alternative communication formats, please call 1-800-587-0430 or (907) 465-4095 in Juneau or TTY: Alaska Relay 711 or 1-800-770-8973 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 goVernmentJobs.com domains. For information on allowing emails from the governmentjobs.com domains, visit the Lost Password Help page located at https://www.governmentjobs.com/OnlineApplication/User/ResetPassword. Contact Information For specific information in reference to the position please contact the hiring manager Alejandra Duby Administrative Operations Manager 2 907-465-2751 alejandra.duby@alaska.gov Careers with the State of Alaska offer MANY benefits The following information describes typical benefits available to employees of the State of Alaska. Actual benefits received may differ by bargaining unit or branch of government, position type, or be prorated for other than full time work. For a quick breakdown of the insurance, health, and retirement benefits available for State Employees you can view an orientation video from Division of Retirement and Benefits. (Please note this video is specifically designed for new State Employees.) Insurance Benefits
Health insurance, which includes employer contributions toward medical/vision/dental The following employee groups are under AlaskaCare Benefits administered by the State: See https://drb.alaska.gov/help/plans.html for additional information. AVTEC Confidential Correctional Officers Marine Engineers Mt. Edgecumbe Teachers Supervisory Unlicensed Vessel Personnel/Inland Boatman's Union Exempt employees (not covered by collective bargaining) The following employee groups are covered by Union health trusts. Contact the appropriate Union for additional information. General Government Labor, Trades and Crafts Public Safety Employees Association Masters, Mates & Pilots Employer paid Basic Life insurance with additional coverage available (amount depends on Bargaining Unit) Optional Insurance Benefits Group-based insurance premiums for Term life (employee, spouse or qualified same sex partner, and dependents) Long-term and short-term disability Accidental Death and Dismemberment Long-term care (self and eligible family members) Supplemental Survivor Benefits Employee-funded flexible spending accounts for tax savings on eligible health care or dependent care expenses Retirement Benefits Membership in the Public Employees Retirement System (PERS)/Teachers' Retirement System (TRS) Matching employer contribution into a defined contribution program (new employees) Employer contribution into a defined benefit or defined contribution program (current employees) Contributions to the Alaska Supplemental Annuity Plan in lieu of contributions to Social Security Option to enroll in the Alaska Deferred Compensation Program Note: The Defined Contribution Plan, Supplemental Annuity Plan and Deferred Compensation Program offer a variety of investment options See https://drb.alaska.gov/retiree/ for additional information Paid Leave & Other Benefits Personal leave with an accrual rate increase based on time served Twelve (12) paid holidays a year 01 Please describe your experience processing timesheets and/or payroll for a large organization using enterprise software. 02 Please describe your ability to comprehend, interpret, apply and explain complex policies and procedures to persons of all levels and abilities. 03 Please describe your experience processing personnel paperwork and recruitments for a large organization. 04 Please describe your experience providing general administrative support to an organization. Include how many staff and the level of support that was provided. 05 Please describe your experience providing travel, financial, and accounting support to a large organization. Describe the systems that you used to complete these tasks. Required Question Employer State of Alaska Address PO Box 110201 Juneau, Alaska, 99811 Phone (800) 587-0430 (Statewide toll-free number) (907) 465-4095 (Juneau and out-of-state callers) Website http://workplace.alaska.gov/
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