Entry Level Administrative Assistant Jobs in Alaska

Job Description This position is open to Alaska Residents only. Please check our residency definition to determine if you qualify. What You Will Be Doing The Public Defender Agency is seeking a motivated and experienced Administrative Assistant 3 to join our Administrative Services team in our Anchorage office.

In this role, you will perform and coordinate a wide range of advanced administrative functions that support our offices statewide. Key responsibilities would include: Managing travel reconciliations and reimbursements Assisting with division-wide payroll, recruitment, and personnel actions, Assisting with procurement and fiscal support activities, Troubleshooting office and administrative issues, as needed Providing backup to the Administrative Officers. Our Organization, Mission, and Culture The Sixth Amendment guarantees the right to counsel in many types of cases and the Public Defender Agency is appointed by the Court to represent people who are unable to afford counsel on their own.

Administrative Assistants are an integral part of supporting that representation and protecting our clients' rights. They work closely with Agency staff to maintain the effective business operations of the Agency. You play a critical role in supporting this mission by managing the administrative work that keeps everything running smoothly.

The position comes with a great mix of responsibilities-steady challenges, engaging tasks, and a fast pace. The Benefits of Joining Our Team Administrative staff at the Public Defender Agency have the opportunity to hone their administrative and clerical skills to further their career development. Most importantly, they get to do this while working as a team to provide meaningful contributions to Alaska, as the work we do impacts people's lives and protects the constitutional rights of all Alaskans.

This important work helps improve case outcomes for individuals charged with crimes, helps re-unify families, and provides the foundation for successful re-entry into communities. Your first 12 months in the Agency are probationary and considered a training period, with formal and on-the-job training with your supervisor and your colleagues. The Working Environment You Can Expect Our office is located in downtown Anchorage near the Nesbett and Boney courthouses.

The hours are Monday through Friday, 8:00 AM - 4:30 PM with an hour lunch at noon. The position works in the Administrative Services section of Agency in the Anchorage office, collaborating with other staff and Division leads on a frequent basis to ensure the Agency's success. Who We Are Looking For We are interested in candidates who possess some or all of the following position specific competencies: Accounting: Knowledge of traditional accounting practices including accrual, obligations, and costs methods.

Contracting/Procurement: Knowledge of various types of contracts, techniques, or requirements (for example, Federal Acquisitions Regulations) for contracting or procurement, and contract negotiation and administration. Personnel and Human Resources: Knowledge of hiring, classification, benefits, labor relations, negotiation, and Federal, state, and local employment regulations. Legal, Government, and Jurisprudence: Knowledge of laws, legal codes, court procedures, precedents, legal practices and documents, Government regulations, Executive orders, agency rules, Government organization and functions, and the democratic political process.

Minimum Qualifications One year of experience performing journey-level technical duties in one or more administrative functional areas such as human resources, accounting, administration, and procurement. This experience includes work such as Administrative Assistant 2, Accounting Technician 2, Human Resource Technician 2, and similar classes with the State of Alaska or the equivalent with another employer. OR Two years of post-secondary education from an accredited college (32 semester hours or 48 quarter hours equals 1 year).

OR Two years 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 1, Accounting Technician 1, Human Resource Technician 1, and similar classes with the State of Alaska or the equivalent with another employer. OR Two years of any combination of post-secondary education, vocational education, and/or entry-level technical experience in one or more administrative functional areas such as human resources, accounting, administration, and procurement.

(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.) The required experience includes work such as Administrative Assistant 1, Accounting Technician 1, Human Resource Technician 1, and similar classes with the State of Alaska or the equivalent with another employer. Special Note: Examples of journey-level technical duties include: -Calculating or auditing timesheets, including a variety of standard premium pays such as overtime, shift differentials, hazard, recall, and standby; reviewing and correcting calculations and coding completed by other staff; coordinating the notification of employees and supervisors of entitlements and obligations. -Determining which of several accounts, journals, and ledgers are affected by a transaction and certifying entry or adjustment; and reconciling subsidiary account balance with control ledgers--for example, encumbrance, accounts receivable balance, project balance, and authorized balance

-Purchasing supplies, materials, and equipment through vendors on the open market, contract awards and/or other standard forms of purchasing; preparing and processing documents in the receipt, issuing, and transferring of goods; expediting the flow of goods from vendor to user. 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. Additional Required Information Please read the below information carefully. This applies to your application submission.

THIS RECRUITMENT IS FOR ALASKA RESIDENTS ONLY Please be sure to check our residency definition to determine if you qualify. Time time of interview, please be prepared to provide: College transcripts (if using education to meet the minimum qualifications) Three professional references, two who have had supervisory experience over you, including current email and/or daytime phone number 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'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.

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 AlaskaJobs 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/help/ 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

NOTICE 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/OnlineApplication/User/ResetPassword. 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/OnlineApplication/User/ResetPassword Contact Information Rhonda Thayer Administrative Officer 2 rhonda.thayer@alaska.gov