Administrative Assistant II (PCN 11-0617)
State of Alaska
 Juneau, AK

The Alaska Department of Fish and Game, Division of Administrative Services is currently seeking a dependable and detail oriented Administrative Assistant II to perform employee development, accounting, and administrative duties for the Administrative Services Fiscal Unit in its Juneau Headquarters Building.

This position is responsible for developing, reviewing, and revising training materials, user guides, and standard operating procedures for all key functional areas in our Administrative Services Fiscal unit. This position is also responsible for processing and approving accounting transactions in IRIS, the State of Alaska's accounting system. This position will provide direct assistance to the Finance Officer in annual legislative and granting agency audits and provide administrative support to lead staff.

Key responsibilities and learning objectives include, but are not limited to:

  • Help develop training material, user guides, and standard operating procedures;
  • Enter, review, and approve data entry for financial transactions;
  • Retrieve data requested by the auditor, research inquires, and organize documentation for audits with guidance from direct supervisor;
  • Assisting the Accounting Tech III with payroll errors;
  • Provide administrative support to the Finance Officer, Accountant IVs, and Accounting Tech IV in areas of recruitment, financial reporting, and audit;
  • Run and distribute ad hoc reports in ALDER, the financial reporting system used by State of Alaska;
  • Manage communication with utility companies on behalf of ADF&G to ensure billings are routed and paid timely;
  • Miscellaneous filing, document modification, and data entry; and
  • Conduct, through established procedures, annual inventory of all equipment assigned to Administrative Services Finance unit.

The ideal candidate will possess some or all of the following knowledge, skills, abilities, and experience (All of these traits must be documented in your cover letter and applicant profile. If you do not have experience with one or more of the traits listed below, simply say so):

  • Strong communication skills, both oral and written;
  • Strong organizational skills with the ability to prioritize multiple and competing tasks and productively manage time;
  • Ability to comprehend written material and interpret and apply rules and instructions;
  • Experience working with confidential and/or sensitive material and ability to keep sensitive material and project information confidential;
  • Knowledge of the state's accounting system software (IRIS and HRM) is desired;
  • Self-starter, who is motivated to work both independently and as a team;
  • Strong work ethic with reliable attendance and punctuality;
  • Maintain a professional attitude in an office setting;
  • Experience working with SharePoint and ShareFile is desired;
  • Working knowledge of Windows Applications and Microsoft Office (Excel and Word); and
  • Basic 10-key skills.

We will provide hands-on training in both IRIS (the state accounting system) and ALDER (the State's online report management system), as well as SharePoint and ShareFile.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).COVER LETTER

A cover letter is required for this position and will be used as a writing sample. The cover letter should highlight your knowledge, skills, abilities, and experience as they pertain to the key responsibilities and desired strengths listed in the job description. Please attach the cover letter to your application before submitting it online or, if unable to attach to your application, fax or email it to the contact provided in the job posting. Your cover letter will be used to help determine which applicants will advance to the interview phase of the recruitment and selection process.

Please note:

If not already attached at the time of application, the following must be submitted to the hiring manager listed in the contact information below within 48 hours of the close of this recruitment, if you are using education to meet Minimum Qualifications:

  • Copies of all college transcripts (unofficial copies are acceptable).

If you are selected for an interview, please provide the following at the time of the interview:

  • A minimum of two (2) professional references with current contact information.

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.

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 within 48 hours of the close of this recruitment to the contact person listed below.

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 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.

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

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.

THIS RECRUITMENT IS FOR ALASKA RESIDENTS ONLY

This recruitment is open to Alaska Residents only. Applicants must meet Alaska Residency Requirements in order to be considered for employment at this time.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 specific information in reference to the position please contact the hiring manager:

Name: Rae Mosier

Phone #: 907-465-6068

Fax #: 907-465-6430

Email: rae.mosier@alaska.gov