What are the responsibilities and job description for the Administrative Assistant I (DLA) position at State of Alaska?
Job Description
- The Division of Legislative Audit (DLA) is seeking a dynamic self-starter to join its administrative team. The incumbent will provide administrative and clerical support to the legislative auditor, legislative audit staff, and the Legislative Budget and Audit Committee. The position works 37.5 hours a week.
General Description:The administrative assistant works in a professional office environment performing a variety of administrative support tasks in areas such as accounting, personnel, payroll, inventory, travel, purchasing, and special projects. This is the agency's entry-level administrative position and will be trained to perform the duties. The position is supervised by the Administrative Assistant II position.
Distinguishing Characteristics:This is a fully exempt job class under Alaska Statute 39.25.110(3). Division of Legislative Audit employees are required to be politically neutral.Essential duties include but are not limited to:
- Perform the division’s payroll, accounting, ordering and receiving functions, including:
- Process payroll
- Determine coding for financial documents and enter transactions into the state system
- Conduct annual property inventory; manage and maintain property records in the state system.
- Create delivery orders and purchase office supplies
- Reconcile purchasing card transactions
- Receive and receipt money
Answer telephone calls on a multi-line system, greet visitors, and answer routine inquiries.Receive, open, date stamp, and deliver incoming mail and other materials and file correspondence.Maintain electronic file databases and logs.Book travel for audit and legislative staff.Develop and adhere to standard administrative procedures.Maintain contract files.Maintain personnel records for division.Prepare cards, labels, envelopes, folders and other memoranda.Perform personnel functions in the state administrative system, such as promotions, changes in status, entering new employees, separating employees and transfers.Process budget transactions in the state accounting system as directed.Enter and maintain audit projects in the time system and maintain internal audit project dashboards.Perform other duties as assigned.Applicants should possess the following skills:
Strong organizational skills with the ability to prioritize multiple and competing tasks and productively manage time.Strong verbal and written communication skills.Ability to work efficiently under pressure and produce quality work when there are numerous interruptions throughout the day.Skill in comparing data from a variety of sources for accuracy and completeness, identifying discrepancies and making corrections.Ability to alphabetize, code, rank numerically, sort and batch various files and documents and perform arithmetic operations.Strong work ethic with reliable attendance and positive attitude.Ability to work independently as well as part of a team.Ability to comprehend written material and interpret and apply rules and instructions.Ability to assess situations accurately and take prompt action.Ability to be flexible and adapt in an often changing and busy environment.Ability to establish and maintain cooperative working relationships internally and externally.Proficient in using Microsoft Office products (Excel, Word & Outlook) with the ability to create and maintain word documentsand excel spreadsheets.Ability to lift at least 50 pounds.Ability to keep sensitive material and project information confidential.Knowledge of the state's accounting system software (IRIS and HRM) is desired, but not required.Special notes:- Currently, we are not providing visa employer sponsorships.
- Must have a valid driver's license.
Minimum Qualifications
High school diploma or equivalent
AND
2 years administrative or clerical office experience
OR (Substitution)
A bachelor's degree may substitute for 2 years of experience OR an associate's degree may substitute for 1 year of experience.
Additional Required Information
Required Documents
Transcripts for post-secondary education are required for minimum qualifications substitution.
A cover letter is a required part of this application. The cover letter must describe in detail your acquired strengths, skills, abilities, education, and experience. The cover letter is used to help determine which applicants will advance to the interview phase of the recruitment and selection process.Applicants must apply online at Workplace Alaska.
Selection Procedure
Applicants are required to meet the minimum qualifications as outline above. DLA's selection criteria requires all applications contain the required information before determining eligibility to interview. If an application is not complete and/or minimum qualifications have not been met, applicants, will not be considered for an interview.
EEO Statement
DLA complies with Title I of the Americans with Disabilities Act. Individuals with disabilities who require accommodation should contact our main office at (907) 465-3830 in Juneau or correspond with the division compliance auditor through email at michael.barnhill@akleg.gov. DLA is an equal opportunity employer.Contact Information
Mike Barnhill
Compliance Auditor
(907) 465-4178
michael.barnhill@akleg.gov
