RECRUITMENT EXPANSION NOTICE
The scope of recruitment for this vacancy has been expanded to allow for a larger applicant pool. If you have already applied for this position there is no need to reapply.
Come join the State of Alaska!
This job class uses Competency Based minimum qualifications (MQs).
Please read the Competency Based MQ instructions below to learn more.
ATTENTION ALASKA RESIDENTS ONLY!
The Department of Transportation and Public Facilities (DOT&PF), Project Delivery, is looking for an Administrative Officer 2 to help us Keep Alaska Moving!
What you will be doing:
Under the direction of the Administrative Operations Manager, this position serves as the administrative, financial, and budget officer for the division. This includes duties such as financial and accounting management, personnel and payroll management, and administration of travel processes. The successful candidate will evaluate, develop, and maintain internal administrative procedures, study office operations, analyze workflow, evaluate needs, and identify procedures to improve office efficiency. This position serves as the second-in-command administrative authority for the Division. This position is responsible for directly supervising administrative support positions, including assigning and reviewing work, setting task priorities, and instructing and training.
Our organization, mission, and culture:
The State of Alaska Department of Transportation and Public Facilities’ mission is to Keep Alaska Moving. We are working toward a modern, adaptable, flexible transportation system that will be resilient as we tackle our challenges. We believe collaboration, communication, and coordination increase our ability to succeed. Creating teams that are focused on results, working together, and leveraging resources across our department, with community and private sector partnerships, increases our ability to accomplish our mission and serve Alaskans.
The benefits of joining our team:
We are a dedicated, high performing team of professionals. By joining our team, you will cultivate valuable skills and competencies in the administrative arena that will allow you to progress in your career.
This position is part of a dynamic, collaborative group of motivated staff that support each other to achieve shared goals through teamwork, best practices, and continuous improvement. A successful candidate will have sound judgment, accountability, and strong professional conduct. A hybrid telework schedule of 1-2 days a week is an option for qualified candidates. The State of Alaska has a generous benefits package, including 12 paid holidays and an excellent retirement plan. Please see here for more information: https://doa.alaska.gov/dop/workplace/benefits/
The working environment you can expect:
This position is located at 3132 Channel Drive in Juneau with ample parking on site and access to break time walks and hiking trails. We are a fast-paced, results driven work environment where problem solving and knowledge sharing are encouraged. The successful incumbent will have their own office and interface directly with staff and division employees.
Working at the Alaska Department of Transportation and Public Facilities (DOT&PF) offers a uniquely challenging and rewarding environment. With Alaska's diverse and expansive terrain, coupled with its extreme weather conditions, employees of the DOT&PF can work in various locations, including remote locations and urban centers, addressing a wide range of transportation needs. Their roles demand adaptability and resourcefulness as they maintain and improve roads, bridges, airports, ports, and public facilities in a state known for rugged terrain and extreme seasonal changes. This work not only presents professionals with a range of fascinating challenges but also allows them to contribute to developing and maintaining critical infrastructure against the backdrop of Alaska's breathtaking natural beauty, reflecting a strong commitment to safety and environmental responsibility.
Who we are looking for:
The successful candidate will possess the following core competencies:
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Managing Performance: Takes responsibility for employees' performance by setting and communicating expectations and goals that are specific and measurable, tracking progress against the goals, supporting employees' efforts to achieve job goals (by providing resources, removing obstacles, acting as a buffer, etc.), ensuring feedback, and addressing performance problems and issues promptly.
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Decision Making: Makes sound, well-informed, and objective decisions; perceives the impact and implications of decisions; commits to action, even in uncertain situations, to accomplish organizational goals; causes change.
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Self-Management: Sets well-defined and realistic personal goals; displays a high level of initiative, effort, and commitment towards completing assignments in a timely manner; works with minimal supervision; is motivated to achieve; demonstrates responsible behavior.
Special Note:-
A valid Driver's License is desired for this position.
To view the general description and example of duties for positions please go to the following link: https://www.governmentjobs.com/careers/Alaska/classspecs
Competency Description
The competency description(s) listed below have been designed to promote a common understanding of the essential elements of the job class. They highlight the more general and customary knowledge, skills, abilities (KSAs), tasks, and behaviors used to describe the competency. They typically list expectations, as opposed to specific tasks, and are to be used only as parameters and guidelines. A competency’s description is not intended to exclusively define every KSA, task, and behavior needed to successfully meet the competency, but rather to provide the manager/agency with a broad reference of options as to how an applicant can meet the job expectation.
Please ensure your application (through work history, training, education, licenses, certifications, etc.) supports/demonstrates you possess the minimum required competencies for the job class.
Any combination of education and/or experience that provides the applicant with competencies in
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Administration and Management: Knowledge of planning, coordination, and execution of business functions, resource allocation, and production.
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Analytical Thinking/Problem Solving: uses a logical, systematic, sequential approach to address problems or opportunities or manage a situation by drawing on one’s knowledge and experience base and calling on other references and resources as necessary.
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Budget Administration: Knowledge of the principles and practices of budget administration and analysis; including preparing, justifying, reporting on, and executing the budget; and the relationships among program, budget, accounting, and reporting systems.
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Financial Management: Prepares, justifies, and/or administers the budget for program areas; plans, administers, and monitors expenditures to ensure cost-effective support of programs and policies; assesses financial condition of an organization.
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Organizational Awareness: Knows the organization's mission and functions, and how its social, political, and technological systems work and operates effectively within them; this includes the programs, policies, procedures, rules, and regulations of the organization.
Equivalent to those typically gained by:
Any combination of preparatory post-secondary education and/or progressively responsible experience providing administrative support to a business or organization, business administration, public administration, finance, banking, accounting, industrial relations, marketing, human resource management, logistics and supply chain management, or a similar business field.
Special Note:
“Competencies” means a combination of interrelated knowledge, skills, abilities, and behaviors that enable a person to act effectively in a job or situation.
“Typically gained by” means the prevalent, usual method of gaining the competencies expected for entry into the job.
“Training” and “education” in this guidance are synonyms for the process of acquiring knowledge and skills through instruction. It includes instruction through formal and informal methods (such as classroom, on-line, self-study, and on-the-job), from accredited and unaccredited sources, and long-duration (such as a post-secondary degree) and short-duration (such as a seminar) programs.
“Progressively responsible” means indicating growth and/or advancement in complexity, difficulty, or level of responsibility.
At time of interview, applicants are requested to submit (if not already attached to your application):
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A list of three (3) professional references, two of which must be from a current or former direct supervisor, including name, job title, employer, and current phone number(s).
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A copy of your last three (3) performance evaluations, or two (2) letters of reference if evaluations are unavailable.
ALASKA RESIDENTS ONLY
This recruitment is open to Alaska Residents Only. Please be sure to check our residency definition to determine if you qualify.
SUPPLEMENTAL QUESTIONS
For your application to be evaluated you must answer the Supplemental Questions.
The State of Alaska (SOA) uses four levels of proficiency to measure and describe an applicant’s level of competence in applying certain behaviors, knowledge, skills, and abilities to accomplish a specific task. The four proficiency levels are: Mastery, Fluency, Literacy, and Discovery. You will need to rate your proficiency level for each competency listed in the supplemental questions.
EDUCATION
To verify education is being used to meet and/or support the required minimum qualifications/competencies, 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 used to meet or support the minimum qualifications/competencies for a position and are required with each application. (Unofficial is okay; please ensure the institution/URL name is listed on the transcripts). Transcripts can be attached at the time of application or provided at the time of interview; if not, transcripts will be required before employment.
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.
WORK EXPERIENCE
If using work experience not already documented in your application, also provide the employer’s 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. If they are not, the applicant may not advance to the interview and selection phase of the recruitment.
NOTE: Attaching a resume or curriculum vitae is not an alternative to filling out the application in its entirety. Noting "see resume or CV" 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.
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.
For specific information about this position, please contact the hiring manager at the following:
Name: Tabitha Williams, Administrative Operations Manager
Phone: (907) 465-1460
Email: [email protected]
