Trust Resource Manager - Administrative Assistant

• mental illness
• intellectual and developmental disabilities
• substance use disorders
• Alzheimer’s disease and related dementia
• traumatic brain injuries

• Perform and monitor administrative activities, ensuring compliance with administrative procedures, rules, regulations, and statutes.
• Reception duties include answering telephones, routing phone calls, and addressing the public as they enter the office. The receptionist also serves as the first point of contact for the Trust Land Office, conducts morning office rounds, including unlocking the office door and emptying the dishwasher, and opens and distributes mail.
• Review the efficiency of administrative procedures within the unit and recommend improvements.
• Order and maintain office supplies and equipment as needed by the TLO team.
• Provide basic information to new and current employees on a wide variety of personnel matters such as TLO procedures, contacts, document retention, etc.
• Maintain the office Outlook Calendar, schedule conference rooms, and schedule appointments for staff other than the executive staff.
• Perform administrative and financial tasks, including expense reconciliations, PCard reconciliations in IRIS and ALDER, and journal entries in IRIS.
• Manage electronic and non-electronic document retention at the TLO. Provide feedback on enhancements to the process and make any changes in accordance with statute and the Alaska State Archives.
• Monitor expenditures and receipts; ensure expenditures are coded in compliance with funding source restrictions and tracking requirements.
• Recommend solutions for problems or unique situations to supervisor.
• Complete special projects requiring research and compilation of data and information on a variety of topics as requested; gathering information and statistics.
• Manage bi-monthly timesheet submittal for all staff to include the review, correction, audit, and submittal of the timesheets.
• Assist assigned TLO staff by providing general administrative support with document preparation, filing, answering questions, etc. Assigned staff will not include the executive team or members of the forestry section of the TLO.
• Serve as liaison between the TLO and Cordova property management.
• Initiate informal bidding procedures; contact vendors to gather data about price and availability; decide best source of supply when terms, delivery date, and distribution are a factor; award bids within delegated purchasing authority, following established guidelines.
• Complete travel, hotel, and rental car requests for assigned staff members through the State Travel Office (STO) and reconcile payments using the state issued credit card and IRIS.
• Liaise with the DNR Commissioner’s Office and follow through with requested activities.
• Prepare Document Locator payment receipts to send to Managers and maintain Document Locator check receipt log.
• Assist managers through recruitment, hiring, and onboarding processes.
• Liaise with the Alaska Mental Health Trust Authority staff as needed.
• Perform miscellaneous queries in Revenue & Billing (R&B) and the Land Administration System (LAS).
• Scan files to Document Locator and assist with document control efficiencies and procedural revisions when called upon.
• Maintain renewal contracts for office printers and computers, and schedule maintenance.
• Manage physical property inventory and maintains in IRIS. Conduct or coordinate annual property inventory; monitor and coordinate purchase, leasing, and repair of equipment.
• Maintain TLO vehicles scheduling routine maintenance and standard oil change appointments, etc. with State Equipment Fleet (SEF). Serve as the vehicle liaison between the TLO and DNR Procurement.
• Other duties as assigned.

• Ability to interact well with professional level staff; provide outstanding customer service; use discretion when resolving sensitive and confidential matters; interpret, follow, and explain written procedures and guidelines.
• Proficiency in Word, Excel, email, and use of the internet.
• Self-motivated and capable of independent work as well as in a team setting.
• Possess excellent oral and written communication skills.
• Possess considerable knowledge of correct business practices, correspondence, and typing formats, including English grammar, composition, spelling, and punctuation.
• Experience that demonstrates your ability to work efficiently and produce consistent quality work with numerous interruptions throughout the day.
• Strong organizational skills with the ability to multi-task and manage changing priorities.
• Openness and flexibility in the approach to developing new knowledge and skills.
• Familiarity or experience with State of Alaska software programs such as IRIS (a document management, workflow mandated system), ALDER (a financial-information database), Revenue & Billing, or LAS (Land Administration System).
• Experience with land and/or other natural resources (preferred).
• A strong work ethic with reliable attendance and punctuality.

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.)

Contact Information

How to Apply
To apply for this position, please email Blain Alfonso at Blain.Alfonso@alaska.gov and include a cover letter, resume, writing sample, and three professional references. Inquiries are confidential. The position will remain open until filled.

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