Administrative Officer I

Workplace Alaska - Bethel, AK (30+ days ago)


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

Effective July 1, 2018, the standard SU workweek changed from 37.5 hours to 40 hours.
In accordance with this change, the salary listed in this job posting reflects this workweek change.

The Office of Children's Services is recruiting for an Administrative Officer I for the Western Region and is stationed in Bethel

We are seeking an energetic, well-organized individual capable of performing a variety of professional-level administrative duties. The position will be under the direct supervision of the Administrative Operations Manager II.

This position will lead the administrative staff and operational functions of our Western Regional Office, which supports the Bethel, Aniak, and St. Mary's field offices. This position works with higher level managers in a variety of administrative areas including budget development, revenue collection, expenditure control, property and space management, procurement, and human resources.

KEY RESPONSIBILITIES include:
Performing human resource duties in areas of personnel, payroll, and recruitment
Manage significant documentation requirements and workflow of a regional office
Monitoring and tracking of regional expenditures and budget allocations
Preparing regional projections or financial forecasting
Verification of account payable and account receivable activities
Process documentation and make recommendation improvements to policies, procedures, and operating practices
Application of approved policies and procedures
Responsible for the day-to-day operations of this large client oriented office including fiscal processes, revenue maximization, human resources, payroll, leasing, procurement, and travel
Supervision of administrative and eligibility staff

The ideal candidate will possess the following KNOWLEDGE, SKILLS and ABILITIES:
Knowledge of administrative processes to support the operations of an agency, such as budgeting, financial monitoring, accounts payable/receivable, procurement, personnel, travel, and inventory.
Knowledge of large scale accounting systems such as: Alaska Statewide Accounting System (AKSAS), Alaska Statewide Payroll System (AKPAY), Alaska Data Enterprise Reporting System (ALDER), and the Integrated Resource Information System (IRIS).
Experience effectively managing the work of others, and working effectively in a team setting with individuals from a variety of backgrounds at different levels in the organization to achieve goals and objectives.
Ability to work independently, take initiative, exercise sound judgment, and follow directions with minimal supervision.
Ability to evaluate workflow and position management, and recommend changes to organizational structure and business process to improve effectiveness and efficiency, or to meet the needs of new programs.
Excellent verbal and written communication skills.

The Alaska Office of Children's Services is contributing every day to the protection, health and well-being of Alaskans and their families - If you are interested in joining us in our mission, take a moment to view our recruitment video, and also visit our website. Then review the Key Responsibilities, Knowledge, Skills, and Abilities for the position and apply today!

To view the general description and example duties for an

Administrative Officer I please go to the following link:
https://www.governmentjobs.com/careers/Alaska/classspecs

MINIMUM QUALIFICATIONS:
Four years of experience providing administrative support to a business or organization, of which at least two years were as an Administrative Assistant II, Accounting Technician II, Human Resource Technician II, Procurement Specialist I, or similar or higher level administrative classes with the State of Alaska or the equivalent with another employer.

Substitutions:
A bachelor's degree from an accredited college in business administration, public administration, finance, banking, accounting, industrial relations, marketing, human resource management, logistics and supply chain management, or a similar business field will substitute for the required experience.

Post-secondary education from an accredited college in any field will substitute for the two years of non-specific administrative support experience (3 semester or 4 quarter hours equals one month).

ADDITIONAL REQUIRED INFORMATION:
At time of application, applicant must attach the following items. (If unable to attach, please fax or e-mail the items to the contact listed below prior to the closing date of this recruitment).

NOTE: Omission of any required documentation listed below will result in an incomplete application and you will not receive further consideration.

Cover Letter, addressing the KSAs listed in the job description above.
A copy of academic transcripts, to verify post-secondary education used to meet the minimum qualifications. Transcripts are required with each application. (Unofficial are okay, please ensure that the institution/URL name is listed on the transcripts).

At time of interview applicant must submit:
Two (2) professional writing samples – one can be your cover letter
Most current performance evaluation, if available
List of three (3) professional references with current daytime phone numbers

Please read the below information carefully. This applies to your application submission.

COVER LETTER
A cover letter is required. Please attach it as a separate document for this position. The cover must also describe your knowledge, skills, abilities, as they pertain to the points bulleted in the job description listed above. Please attach the cover letter to your application before submitting it online or, if unable to attach to your application, fax it to the contact number provided in the job posting. Your cover letter will be used to determine which applicants will advance to the interview phase of the recruitment and selection process. Omission of any required documentation will result in an incomplete application and you will not receive further consideration.

In your cover letter, it is required to support your experience and or/training that demonstrates your knowledge, skills and abilities pertaining to the "desired strengths" listed in the job duties above.
In addition, your cover letter should address your reaction to both the realistic and rural video, and answer the following question. What knowledge, skills and abilities will you bring to the position to cope with the work the division does?

EDUCATION
To verify education to meet the required minimum qualifications, you must fill in the Education section of the application. When a degree has not been received, please indicate the number of units completed. When transcripts are required to verify educational credentials for this position the transcripts must be attached at the time of application. Omission of required documentation listed will result in an incomplete application and you will not receive further consideration.

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 when applying. Omission of required documentation listed will result in an incomplete application and you will not receive further consideration.

WORK EXPERIENCE
When using work experience not already documented in your application, please 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. Work experience needed to meet the minimum qualifications must be documented in the application. A resume will not be used to determine that minimum qualifications have been met for the position in which you are applying. If the application does not support minimum qualifications, the applicant may not advance to the interview and selection phase of the recruitment.

If you are currently or previously been appointed to a flexibly staffed position please ensure your work experience within a flexibly staffed position indicates the actual dates employed at each level. Ensure your time and any subsequent flex promotion(s) are documented as a separate position. This is required as there are minimum qualifications that require experience at a particular level in which the lower level may not be considered. If this information is not accurately reflected in your application this may cause the processing of your application for consideration to be delayed.

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 your application is incomplete and removal from consideration for this job posting.

The State of Alaska does not provide VISA Employer sponsorships.

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

MULTIPLE VACANCIES
This recruitment may be used for more than one (1) vacancy. The applicant pool acquired during this recruitment may be used for future vacancies for up to ninety (90) days after this recruitment closes. Interested applicants are encouraged to apply to each recruitment notice to ensure consideration for all vacancies.

APPLICATION NOTICE
You can ONLY apply for this position through the Workplace Alaska website or via hardcopy application. If you accessed this recruitment bulletin through a job search portal such as ALEXsys or any other database, you MUST use a Workplace Alaska online or hardcopy application to successfully apply. Instructions on how to apply with Workplace Alaska may be found on the Workplace Alaska "How to Apply" webpage, found here: http://doa.alaska.gov/dop/workplace/howtoapply/

NOTICE
Questions regarding the application process can be directed to the Workplace Alaska hotline at 800-587-0430 (toll free) or (907) 465- 4095. 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 at https://www.governmentjobs.com/js_lostpswd.cfm&topheader=alaska.

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.

This individual position is EXEMPT from the hiring restrictions. Qualified applicants are encouraged to apply.

CONTACT INFORMATION:
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 to recruitment.services@alaska.gov.

For applicant password assistance please visit: https://www.governmentjobs.com/js_lostpswd.cfm?&topheader=alaska

For specific information in reference to the position please contact the hiring manager at:

Name: Pam Halloran, Administrative Operations Manager II
Phone: (907) 465-3192
Fax: (907) 465-3397
Email: pam.halloran@alaska.gov