Office Assistant III

Workplace Alaska - Fairbanks, AK

Full-time | Part-time
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The Department of Corrections, Division of Pre-Trial, Probation & Parole, is recruiting for an Office Assistant III position located in Fairbanks, Alaska.

The Alaska Division of Pretrial, Probation & Parole, will be filling a position in the Pretrial Office. Pretrial is part of the criminal justice system that focuses on community safety and providing the greatest opportunity for the success for those involved in the justice system. Although defendants are presumed innocent until proven guilty, many remain incarcerated during the pretrial phase due to a lack of available options. Pretrial status defendants are one of the fastest growing incarcerated populations in Alaska's criminal justice system. Release decisions involve consideration of multiple factors. One of these factors will include results of an assessment conducted by the Pretrial Officers. The assessment will evaluate two factors: the likelihood that the defendant will miss their court hearings and the likelihood that the defendant will engage in new criminal activity if released. Individuals who are released during pretrial status will be monitored and/or supervised by the staff of the Division of Pretrial, Probation & Parole.

The key responsibilities of this position include, but are not limited to:
Solely covering front desk and meeting all individuals when they first arrive in the office;
Notifying appropriate parties;
Retrieving file data from appropriate correctional facilities as required for creation of pretrial supervision files;
Providing information to callers when appropriate;
Maintaining budget expenditures and assisting in preparing the budget;
Arranging and processing travel authorizations;
Preparing invoices for payment and posting expenditures in the stock request log;
Reconciling accounting problems and tracking vendor payments using AKSAS;
Maintaining and purchasing supplies;
Providing general administrative support on assigned special projects from the Probation Officer III;
Acting as a property custodian and conducting annual inventories;
Processing incoming and outgoing mail;
Arranging repair and service as needed for office equipment;
Collecting, processing and imputing time sheet information into IRIS;
Maintaining tracking of urinalysis and portable breathalyzer tests and maintaining tracking of pretrial/probation/parole violations filed;
Maintaining and updating report templates as necessary;
Notarizing documents;
Acting as relief coverage when Criminal Justice Technicians are out of the office;
Retrieving and printing out criminal histories and other information from APSIN at request of Probation Officers;
Scanning in judgments and court orders for inclusion in the online archives;
Extracting information from databases for reports to administration, director´s office or commissioner´s office as requested; and
Other duties as assigned.

The ideal candidate for this position will demonstrate the following knowledge, skills, and abilities:
Knowledge of Department of Corrections software (ACOMS);
Ability to work in a confidential environment;
Work experience using documents in software programs such as MS Word, Excel, and Access;
Ability to be punctual, dependable, and reliable;
Ability to multi-task with frequent interruptions while remaining calm, organized, and accurate;
Strong oral and written communication skills;
Ability to remain professional with a variety of personalities, cultures, and attitudes, to include disgruntled individuals; and
Ability to be organized and use calendaring and tickler systems to maintain work schedules, conference rooms, and training room availability.

MINIMUM QUALIFICATIONS:
High school diploma or the equivalent.
AND
One year of experience that includes clerical tasks such as performing reception duties, answering routine questions on services or products, retrieving information from electronic or hard copy files, recording expenditures and receipts, or typing routine correspondence.

Substitution:
Education from an accredited college may substitute for six months of 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).

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 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:
REQUIRED DOCUMENTS
Applicants are required to either attach to their application or provide at time of interview the following:
Your three most recent consecutive performance evaluations;
Three professional references; and
Resume.

PREA NOTIFICATION
The Department of Corrections follows and maintains federal and state requirements standards including, but not limited to, Prison Rape Elimination Act (PREA) standards which apply to all public and private institutions that house adult or juvenile offenders. PREA standards preclude the department from hiring or promoting anyone who has engaged in, or been convicted of any conduct which would violate PREA standards related to sexual assault including:
Sexual abuse in a prison, jail, lockup, community confinement facility, juvenile facility, or other institution;
Convicted of engaging or attempting to engage in sexual activity in the community facilitated by force, overt or implied threats of force, or coercion, or if the victim did not consent or was unable to consent or refuse; or
Has been civilly or administratively adjudicated to have engaged in the activity described above.

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 interview, at the discretion of the hiring manager.

SPECIAL INSTRUCTIONS FOR FOREIGN EDUCATION
Education completed in foreign colleges, universities, or high schools 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 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 or high school. It is your responsibility to provide such evidence when applying.

WORK EXPERIENCE
If using work experience in your Applicant Profile, you must also provide the employer name, your job title, dates of employment and whether full or part-time. Applicant Profiles will be reviewed to determine if the responses are supported and Minimum Qualifications are clearly met. If they are not, the applicant may not advance to the interview and selection phase of the recruitment.

CRIMINAL HISTORY CHECKS/APSIN/ACOMS
Please be aware – this position requires the use of the Alaska Public Safety Information Network (APSIN)/Alaska Corrections Offender Management System (ACOMS). A security clearance issued by the Department of Public Safety (DPS) is necessary to use APSIN/ACOMS. DPS will deny security clearance for any applicant who has been convicted of a felony or misdemeanor in this state or another jurisdiction, or who may be a fugitive from justice. Additionally, security clearance will be withdrawn if DPS discovers that material information was falsified or omitted at the time of the initial application for security clearance.

FINGERPRINT NOTICE
All Department of Corrections employees are required to be fingerprinted. The successful candidate must pass a criminal history check.

MULTIPLE VACANCIES NOTICE
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.

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 'governmentjobs.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 (907) 465-4095 in Juneau or TTY: Alaska Relay 711 or 1-800-770-8973 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 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

CONTACT INFORMATION:
For specific information in reference to the position please contact the hiring manager at:
Name: Delila Schmidt
Phone: 907-451-2224
Email: delila.schmidt@alaska.gov