Office Assistant II

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


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

Are you interested in providing administrative and clerical support to programs which serve children and youth with special health care needs in Alaska?

The Perinatal & Early Childhood Health Unit, located within the Section of Women's, Children's, and Family Health in the Division of Public Health, is seeking to fill an Office Assistant II position located in Anchorage.

Under the direction of the Prenatal and Early Childhood Unit Manager/ Nurse Consultant II, the Office Assistant II position serves as the administrative and clerical support person for Pediatric Specialty Clinics, Newborn Screening, and other Children with Special Health Care Needs programs.

Key Responsibilities for this position include the following:
Independently provides comprehensive clerical and administrative support to multiple program managers by creating, developing, and maintaining documents and spreadsheets utilizing Microsoft Office software.
Provides clinic administrative functions such as mailing appointment packets and travel letters, preparing forms for clinics, and faxing or mailing items to health care providers such as dictation reports and clinic schedules.
Develops and maintains complex spreadsheets and databases to keep track of data obtained in the pediatric specialty clinics or newborn screening programs.
Runs queries and reports on a regular basis using data systems.
Independently prepares, tracks, and processes travel arrangements through the State of Alaska Travel Office for State employees and non-State employees using established policies and procedures.
Prepares monthly expenditure reports comparing budgeted travel to actual travel expenditures and reports discrepancies or potential problems to the Program Managers.
Develops, creates, and maintains complex financial reporting spreadsheets to track, report, and reconcile assigned Section's program expenditures through reports obtained through the Alaska State Accounting System and ALDER systems.
May travel to sites within or outside of Anchorage to provide on-site clinic coordination including management of check-in processes, completion of patient charts, and collection of billing paperwork.
Arranges meetings along with taking notes and compiling meeting minutes for Program Managers.

We are looking for the following demonstrated skills and attributes (please document your skills with examples of how you fulfill them in your cover letter):

Demonstrates a high level of proficiency in Microsoft Office Systems software including: Word, Excel and Outlook.
Demonstrated skills in data entry and data base management in Microsoft Excel.
Can provide examples of excellent communications skills, both written and verbal.
Demonstrates strong critical thinking, problem solving, organizational skills.
Able to work effectively with individuals, groups, and cultures with diverse technical backgrounds and perspectives.
Maintains sound working relationships and communication with health care professionals or agencies.
Able to administer multiple project activities concurrently and establish priorities accordingly.
High ethical standards, ability to maintain confidentiality.
Experience in working independently and able to prioritize workload and organize projects for multiple programs.

We are seeking an individual who has the following preferred experience and knowledge (please document your experience in your cover letter):

Customer service experience dealing with diverse populations.
Valid Alaska Driver's License required.

To view the general description and example duties for an

Office Assistant II please go to the following link:
https://www.governmentjobs.com/careers/Alaska/classspec

MINIMUM QUALIFICATIONS:
High school diploma or the equivalent.
AND
One year of experience that includes clerical tasks such as greeting clients, answering phones, typing, filing, sorting mail, entering data, receiving payments, making change, or maintaining logs.

Substitution:
Education from an accredited college may substitute for the required experience (3 semester hours or 4 quarter hours equal one month of experience; 150 hours of vocation education equal one month of experience).

Special Note:
"High school diploma equivalent" means one of the following: 1) a G.E.D.; 2) completion of any basic adult education course equivalent to 480 class hours (16 weeks at 30 course hours per week); 3) acceptance in full standing by an accredited college or university; 4) highest grade of school completed plus an amount of paid or volunteer experience that totals 12 years and includes basic clerical tasks such as greeting clients, answering phones, typing, filing, sorting mail, entering data, receiving payments, making change, or maintaining logs.

Some positions in this class may require the incumbent to operate motor vehicles. Such positions require that the applicant possess a regular driver's license and be 18 years of age or older.

Some position in this class may require skill in typing. Recruitment and selection may include this requirement.

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
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 name/URL is listed on the transcripts).

At the time of the interview applicant must submit:
A list of 3 (three) references, 2 (two) which are current or recent supervisors and 1 (one) personal reference; and
Copy of most recent evaluations, if available. It not available, letters of recommendation may be substituted;
Current resume or CV.

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 letter should highlight your knowledge, skills, abilities, and experience as they pertain to the bulleted items listed in the job description 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, prior to the closing of this recruitment. The cover letter will be used to help determine which applicants will advance to the interview phase of the recruitment and selection process. Omission of required documentation will result in an incomplete application and you will not receive further consideration.

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 any required documentation 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.

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: Christie Reinhardt, Health Program Manager III
Phone: (907) 269-4762
Fax: (907) 269-3465
E-mail: christie.reinhardt@alaska.gov