What are the responsibilities and job description for the Administrative Assistant I position at State of Alaska?
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.
Salary:
$29.89/hr. ($2,241.75 bi-weekly)
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
- Assist with annual property inventory and maintaining 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.
- Assist with maintaining electronic file databases and logs.
- Book travel for audit and legislative staff.
- Adhere to standard administrative procedures.
- Assist with maintaining personnel records for division.
- Prepare cards, labels, envelopes, folders and other memoranda.
- Assist with performing personnel functions in the state administrative system, such as promotions, changes in status, entering new employees, separating employees and transfers.
- Enter and maintain audit projects in the time system and assist with maintaining internal audit project dashboards.
- Conducts and facilitates general office cleaning in conference room, kitchen, and all main areas to maintain a professional appearance.
- 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 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 documents and 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.- This position is not eligible for telework.
- This is a fragrance-free workplace.
- Must have a valid driver's license.
Minimum Qualifications
Six months of advanced 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
Six months 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.)
Additional Required Information
Required Documents - Please Provide at Time of Application Submission:
A cover letter is not a required part of this application.
Transcripts for post-secondary or vocational education are required for minimum qualifications substitution.
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
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
- The following employee groups are under AlaskaCare Benefits administered by the State: See https://drb.alaska.gov/help/plans.html for additional information.
- 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
Salary : $30
