Administrative Assistant 2 (PCN 114265)

This position is open to Alaska Residents only.
Please check our residency definition to determine if you qualify.

What you will be doing:
The Administrative Assistant 2 independently manages a variety of personnel and accounting processes for the Division of Sport Fish, which includes personnel, accounting, payroll, evaluations, recruitment, and gathering budget information. This position provides back up support in travel, procurement, contracts and assists in adapting the internal processes to meet the needs of the Region. The incumbent provides daily assistance to Anchorage regional staff, and five area offices, on administrative and personnel questions.

Our organization, mission and culture:
The Alaska Department of Fish & Game strives for a diverse and inclusive workforce where safety and wellbeing are paramount and employees at all levels promote a culture where everyone is valued, treated equitably, and treated respectfully.  

The mission of the Division of Sport Fish is to protect, maintain and improve the valuable sport fisheries in Alaska. The administrative unit is a team of seven and provides support to the Division’s biologists, researchers, and technicians serving Alaskans and overseeing Alaska’s wide range of sport fisheries.

The benefits of joining our team:
As a part of our team, you will have a crucial role managing a variety of accounting and personnel processes. You will have the opportunity to work with and provide great customer service to many of the 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 Alaska Data Enterprise Reporting (ALDER), the Online Position Description (OPD), the Statewide Payroll System (IRIS HRM), the Statewide Accounting System (IRIS Financial), and Workplace Alaska; in addition to various Fish & Game programs such as the Timesheet Earnings and Reporting System (TEARS), and the Admin Project System (APS).

The working environment you can expect:
This position is located at the Fish and Game building in Anchorage. The selected candidate will work in an environment that is part of a friendly and collaborative work environment of administrative staff. In addition, the incumbent will provide outstanding customer service to a wide variety of people in a professional and friendly manner.

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 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. 
• 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.

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).

 

REQUIRED DOCUMENTS

If selected, please provide the following at the time of the interview:

• Transcripts if using education to meet minimum qualifications (unofficial copies are acceptable).

• Copies of the last two (2) evaluations or two (2) letters of recommendation from a current or past employer

• Three (3) professional references with current daytime contact information (phone number or email address). At least one reference being a former or current 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/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). 

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 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.

FIREARMS

This position requires the use or possession of a firearm or ammunition. In accordance with the federal Omnibus Consolidated Appropriations Act of 1997 (PL 104-208), if you have been convicted of a misdemeanor crime of domestic violence, you may not hold this position. 

A "misdemeanor crime of domestic violence" is an offense that is (1) a misdemeanor under Federal or state law; and (2) has, as an element, the use or attempted use of physical force, or the threatened use of a deadly weapon, committed by a current or former spouse, parent, or guardian of the victim, by a person with whom the victim shares a child in common, by a person who is cohabiting with or has cohabited with the victim as a spouse, parent, or guardian, or by a person similarly situated to a spouse, parent, or guardian of the victim. 

If you have ever been convicted of a misdemeanor crime of domestic violence, do NOT apply for this position.

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 1-800-587-0430 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 ‘govermentjobs.com’ domains. For information on allowing emails from the ‘governmentjobs.com’ domains, visit the Lost Password Help page located athttps://www.governmentjobs.com/OnlineApplication/User/ResetPassword.

 

WORKPLACE ALASKA APPLICATION QUESTIONS & ASSISTANCE
Questions regarding application submission or system operation errors should be directed to the Workplace Alaska hotline at 1-800-587-0430 (toll free) or (907) 465-4095 if you are located in the Juneau area. Requests for information may also be emailed torecruitment.services@alaska.gov.
 
For applicant password assistance please visit:https://www.governmentjobs.com/OnlineApplication/User/ResetPassword 

Salary : $26