Administrative Assistant 1 (PCN 10-9715)

The Department of Natural Resources, Division of Forestry & Fire Protection (DOF) is hiring an Administrative Assistant 1. Working in this position, you will be responsible for the administrative functions essential to the operation of the Fire Protection Program's Northern Region. You will provide administrative support for the Emergency Firefighters (EFF) hired to work for/with the Northern Forestry Dispatch Center, State Fire Warehouse, Northern Region Ground Support, Fire Medic Program, and Fairbanks International Tanker Base. Your duties will include administrative tasks such as processing payroll, personnel forms, and travel for EFF.
 
Mission and Culture
The Division of Forestry & Fire Protection fosters a mission-driven culture with the responsibility for the protection of Alaska’s values, including life and property from wildland fire. The Division of Forestry & Fire Protection works closely with federal, state, and local emergency response agencies, as well as private industry vendors, to provide wildland fire management and protection for the State of Alaska. The Fire Protection Program's administrative section's position is an integral part of administratively supporting Forestry & Fire Protection's workforce. 
 
The high-functioning administrative team you will join supports the “boots on the ground” that ensure the safety of people, property, and resources in Alaska and nationwide. This position's multifaceted functions offer diverse challenges and the opportunity to contribute to the success of the DOF mission.
 
Our administrative section’s values can be summed up as PRIDE—Positive, Reliable, Inspiring, Dependable, and Efficient—as we work hard to support Forestry & Fire Protection’s mission.
 
We are looking for an enthusiastic, dependable, and detail-oriented individual to join our admin team.
 
Core Responsibilities 
The primary functions of this position are:

• Processing Emergency Firefighter hiring packets and payroll (using eIsuite) for the Northern Region, including auditing all related documents prior to submitting them to the Payroll Office for processing.
• Assisting with travel coordination related to training, including air and/or ground transportation and lodging, as requested.
• Assisting with travel close-out by coding travel receipts and processing Trip Closure Forms through Shared Services
• Providing administrative support such as typing, copying, faxing, scanning, document filing and distribution, auditing timesheets, small office procurement, and answering phones.
• Experience with information systems, such as state accounting—Integrated Resource Information System Financial (IRIS-FIN); financial—Alaska Data Enterprise Reporting (ALDER); payroll—Human Resources Management (IRIS-HRM), eIsuite, IROC, or similar systems elsewhere.

 
Benefits of Joining Our Team
The benefits of joining the DOF administrative team include the opportunity to work with dedicated professionals who support each other while providing the necessary support to our critical wildland fire program and our expanding hazardous fuels program. The administrative team is expanding, adding new staff, and is actively engaged in creating a new administrative structure that supports the division's new organization.
 
The Working Environment You Can Expect
This position is located in Fairbanks, AK, at the Department of Natural Resources building at 3700 Airport Way, Fairbanks, AK 99709. The Northern Fire Protection program shares the building with multiple other divisions within the Department of Natural Resources.
 
The DOF encourages teamwork and comradery. This environment helps promote friendship and loyalty within the organization. These close-knit relationships motivate our employees in parallel and align them to work harder, cooperate, and be supportive of one another. Our team is made up of individuals with diverse talents, communication skills, strengths, and abilities.
 
We are looking for a candidate who possesses the following position-specific competencies.

• Knowledge of correct business practices, correspondence, and typing formats, including the proper use of English grammar, composition, spelling, and punctuation.
• Knowledge of administrative functions necessary to support a business's operations, such as personnel, purchasing and inventory, accounts payable/receivable, and financial monitoring.
• Knowledge of personal computer-based workstations and related business software suites.
• Ability to search for, select, and compile and/or summarize data and information.
• Ability to compare data from a variety of sources for accuracy and completeness, identify discrepancies or inaccuracies, and make corrections.
• Ability to establish and maintain cooperative relations with those contacted in the course of the work.
• Ability to work independently and prioritize workload.

Six months of advanced clerical experience. This experience includes work such as Office Assistant 2, Accounting Clerk, and similar classes with the State of Alaska or the equivalent with another employer.

OR
Six months 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 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). 
THIS RECRUITMENT IS FOR ALASKA RESIDENTS ONLY
This recruitment is open to Alaska Residents only. Applicants must meet Alaska Residency Requirements to be considered for employment at this time.
 
If selected for an interview, the applicant must provide the following:

• A list of two professional references with current contact information, with at least one being a current or former supervisor.
• A copy of any forestry and/or fire-related training certificates.
• A copy of your two most recent performance evaluations or a letter of reference if evaluations are unavailable.

SPECIAL NOTICES

• This position may travel within Alaska during the fire season (April 1 - August 31 or later) for up to 14-21 days at a time to assist area offices with fire assignments and attend meetings or training.
• May work towards qualification for other positions utilized in the Incident Command System.
• You will be required to work or need to be available during evenings and/or weekends, depending on the need during the fire season.   

 
Application Notice
You can ONLY apply for this position through the Workplace Alaska website or a 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 apply successfully. Instructions on how to apply with Workplace Alaska may be found on the Workplace Alaska “How to Apply" page. Your application must be submitted by 5:00 p.m. Alaska Standard Time on the closing date.  
 
Supplemental Questions
This recruitment utilizes a supplemental questionnaire as part of the application process. These questions may be a mix of written, yes/no, multiple-choice, and select-all-that-apply questions. The answers you provide to the questions will allow you to tell us about your experience and/or education. Responses will be used to determine which applicants will advance to the interview phase of the recruitment and selection process; please be as thorough and accurate as you can.
 
A cover letter is NOT required for this position. Your complete application, including supplemental questions, will be used to determine which applicants will advance to the interview phase of the recruitment and selection process.
 
Education
If post-secondary education is required to meet the minimum qualifications, you must fill out the Education section of the application. If you have not obtained a degree, please indicate the 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 the interview.
 
Special Instructions for Foreign Education
Education completed in foreign colleges or universities 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 the 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. 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, job title, employment dates, and whether full or part-time. Applications will be reviewed to determine whether the responses are supported, and minimum qualifications are clearly met. If they are not, the applicant may not advance to the recruitment interview and selection phase.
 
Note: Attaching a resume is not an alternative to filling out the application entirely. Noting, "see resume" or any similar response on any portion of your application may lead to a determination that your application is incomplete and removal from consideration for this job posting.  
 
Bargaining Unit
If you are a current state employee, please mark the union you are a member of at the time of application. Do not complete this question if you are not a current state employee. 
 
Driver’s License Requirement
A driver’s license is preferred but not required for this position.
 
Firearms
This position requires the use or possession of a firearm or ammunition. In accordance with the federal Omnibus Consolidated Appropriations Act of 1997 (PL 104-208), if you have been convicted of a misdemeanor crime of domestic violence, you may not hold this position.
 
A "misdemeanor crime of domestic violence" is an offense that is (1) a misdemeanor under Federal or state law and (2) has, as an element, the use or attempted use of physical force or the threatened use of a deadly weapon, committed by a current or former spouse, parent, or guardian of the victim, by a person with whom the victim shares a child in common, by a person who is cohabiting with or has cohabited with the victim as a spouse, parent, or guardian, or by a person similarly situated to a spouse, parent, or guardian of the victim.
 
If you have ever been convicted of a misdemeanor crime of domestic violence, do NOT apply for this position.
 
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.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 in the Juneau area. Requests for information may also be emailed to recruitment.services@alaska.gov.
 
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For specific information about this position, please get in touch with the hiring manager at the following: