Administrative Assistant 2 (12-4430)

WHAT YOU WILL BE DOING:

The Administrative Assistant 2 in this position performs professional administrative support to the Public Information Office (PIO), Public Information Research and Request Unit (PIRRU), and management staff in the Alaska Department of Public Safety Commissioner`s Office. Administrative duties include financial and special projects tracking, expenditure tracking and reconciliation, processing of personnel forms, payroll, and travel. Responsibilities include personnel management, including acting as Hiring Manager, Human Resource liaison, statistical report composition, letter and memorandum composition, and document proof reading.

OUR ORGANIZATION, MISSION, AND CULTURE:

The Department of Public Safety (DPS) is committed to maintaining public order, enforcing the law, preventing and solving crimes, and safeguarding life and property. As a DPS employee, you will play a vital role in fulfilling this mission by providing direct support to the department's leadership and communications team.

THE BENEFITS OF JOINING OUR TEAM:

Joining the Alaska Department of Public Safety Communications Team means becoming part of a unique and respected law enforcement agency. You will uphold the core values of loyalty, integrity, courage, compassion, leadership, and accountability in your work. You will collaborate with a phenomenal team of professionals dedicated to communicating vital department information both within the organization and to the public.

THE WORKING CONDITIONS YOU CAN EXPECT:

This position is located and based out of the Department of Public Safety Headquarters in Anchorage, or may be based in the DPS Commissioner's Office in Juneau, depending on incumbent location. The work environment is team oriented, productive, and friendly.

WHO WE ARE LOOKING FOR:

• A self-motivated and on task individual with the ability to demonstrate professional and friendly communication while handling a wide range of duties.
• Strong written, verbal, and detail-oriented communication skills with the ability to communicate complex information.
• Attention to detail while working under pressure in a fast-paced environment to ensure accurately entering data into multiple systems, reviewing documents, and processing and routing paperwork and budgetary items.
• Strong skills and experience with Microsoft Word, Excel, Outlook, and Teams, as well as excellent   proofreading and grammar skills.
• Ability to adapt to changing priorities from multiple sources while working independently. 

More information about the Department of Public Safety can be found on our website: http://dps.alaska.gov/

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 1, Accounting Technician 1, Human Resource Technician 1, 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 2, 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).

 

AT TIME OF INTERVIEW

At the time of interview, you must also provide:

• PREVIOUS EVALUATIONS
       - If available, provide three (3) of your most recent performance evaluations, or 2 letters of reference from a past or current supervisor.
• PROFESSIONAL REFERENCES
      -Three (3) professional references, at least one (1) must be from a current or past supervisor.

COVER LETTER
A cover letter is required. The cover letter will be considered a writing sample and will be used to determine which applicants will advance to the next phase of the recruitment and selection process.

Your cover letter should:
• Be professionally written and include proper format, grammar, spelling and punctuation.
• Address how you meet the minimum qualifications of this position; and
• Describe your specific background and/or experience in relations to the knowledge, skills, abilities and experience section of this recruitment.

BACKGROUND CHECK

This position requires the incumbent to submit to a fingerprint based criminal history background check.  Due to the sensitive nature of this position, and required access to APSIN, an applicant with criminal convictions will not move forward in the selection process.

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.

 

SUPPLEMENTAL QUESTIONS

For your application to be evaluated you must answer the Supplemental Questions.  Be specific in your answers and tell us how you acquired the relevant experience. Please use complete sentences and proof-read your submissions when answering the supplemental questions. Your responses will be considered a writing sample and will be used to determine which applicants will advance to the interview phase of the recruitment process.

WORK EXPERIENCE

Applications will be reviewed to determine if minimum qualifications are met.   Therefore, all work experiences the applicant is using to meet minimum qualifications for this position must be documented in the application package.  Please include the employer’s name, your job title, dates of employment, and whether the employment was full or part-time.  Applicants who submit packages that do not provide sufficient information to demonstrate minimum qualifications are met may not advance in the selection process.

 

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.

 

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.

 

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.

 

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

For specific information in reference to the position please contact the hiring manager:    

Austin McDaniel
Communications Manager
907-269-5413
austin.mcdaniel@alaska.gov