Administrative 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.

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

The Department of Health and Social Services,
Office of Children's Services, Anchorage Regional Office
is recruiting for an Administrative Assistant II.

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 visit our website.

The Administrative Assistant II performs a variety of administrative support tasks in areas such as accounting and budget expenditures, providing expertise in personnel requirements, track staff positions and other special projects.

The individual in this position is responsible for, but not limited to, the following:
Completing personnel actions for hiring, transfers and separating employees
Oversee Special Needs expenditures for regional office
Provide direct supervision to a team of three
Troubleshoot payroll issues using State payroll system IRIS HRM
Troubleshoot financial issues in multiple State systems
Submit and track employee performance evaluations
FMLA/Workers' Compensation contact
Assisting with special projects as needed
Provide back up to Administrative Officer I

We are looking for a candidate with the following demonstrated skills and strengths:
Strong work ethic with reliable attendance and punctuality
Ability to handle sensitive and confidential documents and/or information with the utmost discretion
Supervisory and/or lead experience
Excellent interpersonal skills including both written and verbal communication, with a strong attention to detail
Working knowledge of administrative and accounting processes, polices, and procedures
Ability to be flexible and adapt in an often changing and busy environment while maintaining a positive attitude
Strong organizational skills with the ability to prioritize multiple and competing tasks and productively manage time.
Ability to consistently produce a work product with a high degree of accuracy
Familiarity and understanding of computers and software applications (i.e. Microsoft Outlook, Word, Excel, etc.) as well as standard office equipment.
Thorough and efficient research techniques and skills
Ability to work independently, take initiative, exercise sound judgment, and follow directions with minimal supervision.
Working knowledge of large scale payroll and financial systems

If you feel you embody the strengths and abilities to complete these duties, then we want to hear from you!

To learn more about the Office of Children's Services, please visit: http://dhss.alaska.gov/ocs/Pages/default.aspx

To view the general description and example duties for a

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

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 I, Accounting Technician I, Human Resource Technician I, 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 II, 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).
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 that address the Knowledge, Skills and Abilities.
A copy of academic transcripts, to verify post-secondary education used to meet the minimum qualifications. Transcripts are required with each application.(Unofficial transcripts are accepted provided the institutions name is listed).

At the time of interview the applicant must submit:
Names, current contact phone numbers and email addresses of three (3) professional references. One (1) being from a current or former supervisor.
Two (2) performance evaluations. If unavailable, a letter of reference can be substituted.

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.

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. Copies of transcripts are required to verify educational credentials for this position. 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: Bernice Wilson, Administrative Assistant III
Phone: (907) 375-8293
Fax: (907) 269-3988
Email: Bernice.Wilson@alaska.gov