Office Assistant I

Workplace Alaska - Anchorage, AK

Full-time
The recruitment period for this job posting has been extended.

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

The Department of Health and Social Services, Division of Behavioral Health, Alaska Psychiatric Institute (API) is recruiting for an Office Assistant I.

API operates as Alaska's only state-owned, 24-hour, 7-day a week, mental health facility that provides:
Acute, short-term, in-patient, psychiatric care of patients whose needs are so great or complex that an appropriate level of care cannot be provided in their home town or community, and
Adult Competency Restoration Treatment & Forensic Evaluation Services

The Alaska Psychiatric Institute Communication Center is a 24/7 operation functioning as the central point of contact for hospital security, reception, emergency response, information dissemination, and fire sprinkler/suppression monitoring.

This Office Assistant I serves as the first point of contact for potential clients, visitors, mental health and law enforcement professionals, and communicates emergency situations to all hospital personnel.

This posting is being used to fill (2) two full-time positions / vacancies:

Assigned shifts will be:
Monday through Wednesday Midnight –10:00 A.M., Thursday Midnight – 9:30AM
AND
Monday through Friday 8:00 A.M. - 4:00 P.M.

Duties include, but are not limited to:
Greets and provides general information and directions to potential clients, visitors, and mental health law enforcement professionals
Answers multi-line phone system and routes calls appropriately
Notifies appropriate staff and units of visitors' arrival, and provides directions
Communicates emergency situations to all hospital personnel
Monitors and controls entry to the secured hospital units
Maintains surveillance of activity/traffic external to the hospital´s front entrance
Provides and receives timely accurate information, usually under significant time constraints
Processes hospital wide incoming and outgoing mail
Other duties as assigned.

  • You are required to submit a cover letter explaining in detail why you believe that you have the experience and skills to perform the duties of this position in order to qualify for an interview. *
Desired Strengths for this position:
Excellent communication skills (oral, written, listening)
Positive, outgoing people oriented customer services skills
Ability to multi-task and work under pressure with multiple interruptions
Work history that demonstrates reliable attendance and punctuality
Ability to deal with angry and upset individuals in a professional and calm manner
Experience working with confidential information

This position is subject to the successful completion of a criminal background check

To view the general description and example duties for an

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

MINIMUM QUALIFICATIONS:
High school diploma or the equivalent.
AND
Six months 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 vocational education equal one month of experience).

A Career Readiness Certificate with ACT WorkKeys® scores of skill level 3 or higher in Graphic Literacy (formerly Locating Information), skill level 3 or higher in Applied Math, and skill level 3 or higher in Workplace Documents (formerly Reading for Information) will substitute for the high school diploma and required 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.

ACT WorkKeys® skill testing and career readiness certification is available at the Department of Labor and Workforce Development's Alaska Job Centers.

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

Some positions 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, only if using post-secondary education used to meet the minimum qualifications. Transcripts are required with each application. (Unofficial transcripts are accepted provided the institutions name/URL is listed)

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 explaining in detail why you believe that you have the experience and skills to perform the duties of this position in order to qualify for an interview. 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 as a writing sample and 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. When transcripts are required to verify educational credentials for this position, the transcripts must be attached at the time of application. Omission of any required documentation 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.

RESIDENCY REQUIREMENT
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: Connie Roberts, Office Assistant IV
Phone: (907) 269-7100
Fax: (907) 269-7251
E-mail: Cornelia.Roberts@alaska.gov