State of Alaska
Job Description
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 Alaska's 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 fulfillment—apply today and set sail with us.
What You Will Be Doing
Provide guidance and direction to administrative staff, assigning and reviewing work to ensure compliance with AMHS policies and procedures.
Collaborate closely with Dispatch and Shoreside Management to coordinate travel for vessel crews and shoreside staff across Alaska.
Interpret eligibility, arrange travel, communicate itineraries, and train team members on key processes including procurement protocols.
Master multiple union contracts, navigate the State’s Corporate Travel Management system, and track travel expenses.
Resolve routine issues and, when necessary, elevate 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 3,500 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.
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.
Working Environment 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.
Competencies
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 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.
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.
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.
One year of post‑secondary education from an accredited college (32 semester hours or 48 quarter hours equals 1 year).
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 Notes and Experience Examples
Examples of entry‑level technical experience: 1) Assisting in the preparation of reports reflecting the examinations made, discrepancies noted, and the corrective entries required for adjusting accounts. 2) Verifying the accuracy and completeness of accounting data and documents. 3) 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. 4) 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: 1) 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. 2) Composing letters and memoranda; completing and reviewing forms for completeness and accuracy using readily available information from multiple sources and established guidelines and procedures.
Additional Required Information NOTE: PLEASE READ THE FOLLOWING CAREFULLY**
Alaska Residents Only PLEASE BE SURE TO CHECK OUR RESIDENCY DEFINITION TO 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. Transcripts can be attached at the time of application or provided at the time of interview; if not, transcripts will be required before employment. (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 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.
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 1‑800‑770‑8973 or (907) 465‑4095 in Juneau or TTY: Alaska Relay 711. The State of Alaska is an equal opportunity employer.
Contact Information For specific information in reference to the position please contact the hiring manager at: Gerry Balluta Administrative Officer 2 Phone: (907) 228‑6817 gerry.balluta@alaska.gov
#J-18808-Ljbffr
What You Will Be Doing
Provide guidance and direction to administrative staff, assigning and reviewing work to ensure compliance with AMHS policies and procedures.
Collaborate closely with Dispatch and Shoreside Management to coordinate travel for vessel crews and shoreside staff across Alaska.
Interpret eligibility, arrange travel, communicate itineraries, and train team members on key processes including procurement protocols.
Master multiple union contracts, navigate the State’s Corporate Travel Management system, and track travel expenses.
Resolve routine issues and, when necessary, elevate 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 3,500 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.
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.
Working Environment 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.
Competencies
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 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.
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.
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.
One year of post‑secondary education from an accredited college (32 semester hours or 48 quarter hours equals 1 year).
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 Notes and Experience Examples
Examples of entry‑level technical experience: 1) Assisting in the preparation of reports reflecting the examinations made, discrepancies noted, and the corrective entries required for adjusting accounts. 2) Verifying the accuracy and completeness of accounting data and documents. 3) 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. 4) 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: 1) 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. 2) Composing letters and memoranda; completing and reviewing forms for completeness and accuracy using readily available information from multiple sources and established guidelines and procedures.
Additional Required Information NOTE: PLEASE READ THE FOLLOWING CAREFULLY**
Alaska Residents Only PLEASE BE SURE TO CHECK OUR RESIDENCY DEFINITION TO 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. Transcripts can be attached at the time of application or provided at the time of interview; if not, transcripts will be required before employment. (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 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.
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 1‑800‑770‑8973 or (907) 465‑4095 in Juneau or TTY: Alaska Relay 711. The State of Alaska is an equal opportunity employer.
Contact Information For specific information in reference to the position please contact the hiring manager at: Gerry Balluta Administrative Officer 2 Phone: (907) 228‑6817 gerry.balluta@alaska.gov
#J-18808-Ljbffr