Administrative Assistant 2 (PCN 04-3229) at State of Alaska – Juneau, Alaska

What You Will Be Doing

The Administrative Assistant 2 provides essential technical and administrative support to the Administrative Services Division and the six other divisions within the Department of Revenue. Reporting to the Administrative Operations Manager (AOM), this role focuses on key functions such as procurement, accounts payable, timekeeping, and general administrative tasks, ensuring the smooth operation of departmental activities.

Key Duties Include:

• Utilizing several State of Alaska systems and daily use of Microsoft suite programs (MS Word, Excel, Outlook).
• Processing small procurements and purchases for all divisions. Ensuring compliance with State procurement regulations, statutes, and guidance under the supervision of the Procurement Specialist 2 (PS2) and AOM,
• Accurately processing timekeeping services for DOR staff under the guidance of the Administrative Officer 1 (AO1) and AOM.
• Providing general administrative support, such as accounts payable processing, assisting and with administrative responsibilities, fiscal responsibilities, and general office support.
• Providing excellent customer service while serving as a resource for end-users on timekeeping, billing, and purchasing.

Mission and Culture

The Department of Revenue, Division and Administrative Service Division provides centralized support services for core divisions programs whose mission is to collect, distribute, and invest funds for public purposes. Working in this division provides opportunities to learn in-depth knowledge of the department’s programs and services that we proudly provide to Alaskans.

Benefits of Joining Our Team

Joining our procurement, timekeeping, and office support team offers a unique opportunity to gain insight into how the department of Revenue’s divisions serve Alaskans. This position provides valuable experience in diverse administrative functions, building a strong foundation for career advancement in procurement, administrative support rolls, payroll, or finance. You’ll contribute directly to the efficient operation of the department, ensuring essential services are delivered effectively. This role offers a meaningful way to support your community while developing valuable professional skills.

The Working Environment You Can Expect

Located on the 11th floor of the State Office Building in downtown Juneau, this position offers panoramic views of the Gastineau Channel, Mount Roberts, and Mount Juneau, with easy access to local shops, restaurants, cafes, sea walks, and trails. Our office prides itself on fostering a calm and supportive environment where work-life balance is valued. We maintain a lighthearted and fun atmosphere, encouraging collaboration and mutual support among team members. This position offers a unique blend of professional growth and a positive, enjoyable workplace.

Who We Are Looking For

We are looking for a candidate that has the following competencies to ensure success in this position:

• Customer Service: Provides accurate, timely, and effective service to both internal and external customers in a courteous and professional manner.
• Prioritization: Effectively manages workload and prioritizing tasks to meet deadlines and organizational needs.
• Attention to Detail and Accuracy: Demonstrates a commitment to precision and correctness in all work tasks.
• Oral Communication: Clearly and effectively conveys information to individuals and groups, adapting communication style to the audience and situation; actively listens and responds appropriately.
• Writing: Communicates information in a clear, concise, and organized manner, utilizing correct grammar, punctuation, and spelling; produces written materials appropriate for the intended audience.
• Computer Skills: Proficiently uses computers, software applications (Microsoft Applications), databases, and automated systems to perform job duties. Knowledge and experience with IRIS are preferred, but not required.
• Integrity/Honestly: Upholds high ethical standards and demonstrates trustworthiness, contributing to the integrity of the organization.

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).

**NOTE: PLEASE READ THE FOLLOWING CAREFULLY**

THIS RECRUITMENT IS FOR ALASKA RESIDENTS ONLY

This recruitment is open to Alaska Residents only. Applicants must meet Alaska Residency Requirements to be considered for employment at this time.

If selected for an interview, the applicant must provide the following:

• A list of three professional references; include name, job title, employer, and current phone number.
• A copy of your last three performance evaluations. Supervisory letters of reference may be substituted if evaluation is not available.
• A copy of transcripts if post-secondary education is being applied for meeting the minimum qualifications.

Application Notice

You can ONLY apply for this position through the Workplace Alaska website or via a hardcopy application. If you accessed this recruitment bulletin through a job search portal, such as AlaskaJobs or any other database, you MUST use a Workplace Alaska online or hardcopy application to apply successfully. Instructions on how to apply with Workplace Alaska may be found on the Workplace Alaska “How to Apply" page. Your application must be submitted by 5:00 p.m. Alaska Standard Time on the closing date.

Education

If post-secondary education is required to meet the minimum qualifications, 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 if used to meet the minimum qualifications for a position. Transcripts can be attached at the time of application or provided at the time of the interview.

Special Instructions for Foreign Education

Education completed in foreign colleges or universities may be used to meet the minimum qualifications listed above. If utilizing this education, you must show that the education credentials have been submitted to a private organization that specializes in the 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. post-secondary institution 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 post-secondary institution. 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, job title, employment dates, and whether full or part-time. Applications will be reviewed to determine if the responses are supported and if minimum qualifications are clearly met. If they are not, the applicant may not advance to the recruitment interview and selection phase.

Note: Attaching a resume is not an alternative to filling out the application in its entirety. Noting, "see resume" or any similar response on any portion of your application may lead to a determination that your application is incomplete and removal from consideration for this job posting.

Bargaining Unit

If you are a current state employee, please mark the union you are a member of at the time of application. If you are not a current state employee, do not complete this question.

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 465-4095 in Juneau or (907) 465-3412 (TTY) 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.

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 in the Juneau area. Requests for information may also be emailed to recruitment.services@alaska.gov.

For applicant password assistance, please visit the reset password page.

For specific information about this position, please contact the hiring manager at the following:

Kristie Ely

Administrative Operations Manager

Phone: 907-465-2313

Kristie.Ely@alaska.gov