Administrative Assistant (090009) at State of Alaska

Job Description

The Department of Military and Veterans Affairs (DMVA), Division of Administrative Services (DAS),

is recruiting for an Administrative Assistant 1!

This position is in the General Government (GGU) bargaining unit at a range 12.

This position is open to Alaska Residents only.

Please check our Definition FAQ to determine if you qualify.

What You Will Be Doing

As the newest member of our team, you will be stepping into a crucial role as the primary point of contact for DAS. Your contributions will be essential in providing vital administrative support to our leadership and division team. Your duties will include serving as the welcoming face of DAS by greeting visitors with professionalism and efficiency; drafting and

Our Mission and Our Culture

The Division of Administrative Services (DAS) continues to provide outstanding support to our division team, supervisors, and leadership by delivering exceptional administrative services. As a highly motivated, customer-service-oriented agency, DAS relies on the Administrative Assistant 1 to play a vital role in ensuring smooth operations and effective communication, enhancing efficiency and responsiveness across the division and supporting Alaska's military and veteran population through reliable service and dedication and managing a variety of correspondence to ensure clear and accurate communication; overseeing the timely and accurate submission and processing of staff timesheets; arranging and coordinating travel logistics for leadership and staff to

ensure smooth and efficient journeys; and assisting with various aspects of our recruitment efforts to help build and maintain a strong team.

In addition to these core administrative duties, you will play a particularly important role in supporting the activation process of Alaska Organized Militia members into State Active Duty. This will involve ensuring smooth coordination and

clear communication throughout these critical procedures.

The Benefits of Going Our Team

As a valued member of the DAS Administrative section, this role offers a meaningful opportunity to contribute to a vital mission while fostering self-growth and career advancement through extensive training and development. Working closely with a dedicated administrative team under the guidance of the Administrative Officer 2, you will gain valuable experience and skills, supported by competitive benefits such as paid leave, retirement options, and comprehensive health plans that promote your overall wellbeing.

The Working Environment You Can Expect

DAS is proudly located on Joint Base Elmendorf/Fort Richardson (JBER) surrounded by the natural beauty of the Arctic Valley where you can enjoy a three-mile paved walking/ jogging trail and have access to a no-cost fitness center at the Army National Guard Armory. You will have the opportunity to collaborate and engage with uniformed military members and fellow state employees, to accomplish our mission while maintaining a healthy work-life balance.

Who we are looking for

We are interested in candidates who possess some or all of the following position specific competencies

• Interpersonal Skills: Shows understanding, friendliness, courtesy, tact, empathy, concern, and politeness to others; develops and maintains effective relationships with others; may include effectively dealing with individuals who are difficult, hostile, or distressed; relates well to people from varied backgrounds and different situations; is sensitive to cultural diversity, race, gender, disabilities, and other individual differences.
• 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.
• Attention to Detail:Is thorough when performing work and conscientious about attending to detail.
• Computer Skills: Uses computers, software applications, databases, and automated systems to accomplish work.
• Customer Service: Anticipates and meets the needs of both internal and external customers. Delivers high-quality products and services; is committed to continuous improvement.
  
  

If you can see yourself in this role, we encourage you to apply!

To view the general description and example of duties for the position please go to the following link: :

https://www.governmentjobs.com/careers/Alaska/classspecs

• NOTE* SPECIAL NOTICE - JBER (BASE) ACCESS * NOTE*
  
  

The successful applicants must pass a federal background check in order to qualify for military base access, which is required with this position's work location on base. The background check may include fingerprinting. All job offers are conditional pending successful completion of the federal background check and issuance of a Defense Biometrics Identification System (DBIDS) card allowing base access. Also, you must be able to maintain the clearance throughout your employment. If using a private vehicle this will require a valid Alaska Driver License, proof of vehicle insurance, and a valid State of Alaska vehicle registration.

• State employees are guests on Joint Base Elmendorf-Richardson; clearance and access are not within the State's control.*
  
  

Special Note: In addition, in some cases employees must be able to obtain and maintain a Common Access Card (CAC). As part of the examination process, a background check investigation, including a criminal records check, will be conducted. Conviction of a crime will not automatically preclude appointment. The circumstances involved in the conviction will be considered.

Minimum Qualifications

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).
  
  

Additional Required Information

Please read the information below carefully. This applies to your application submission:

Ensure your application meets the minimum qualifications for the job class, carefully review the job description and compare it with your work history, training, education, licenses, and certifications. Highlight relevant experiences and credentials that directly align with the job requirements, and organize them clearly in your application to demonstrate your qualifications effectively.

Required documents due at the time of interview

• If you are a current or former State of Alaska employee, provide your last two(2 performance evaluations or if you have never been employed with the State, please provide two (2) professional letters of recommendation if evaluations are unavailable.
• Three (3) professional references we may contact by phone (must include position titles, and your current supervisor and one former supervisor).
• Only include transcripts if using education to meet minimum requirements.
• Valid Real ID Driver's License.
  
  

Note: You will not need to bring these documents if you have already attached/submitted with your application package.

Special Requirements for the Position:You may travel to remote areas of the state to support the Departments missions. They may travel to Juneau, Fairbanks, and other out of state locations for coordination and training. They may travel to different divisions/components by car or light truck for pickup and delivery of mail and face to face meetings. DMVA is housed on the Joint Base Elmendorf-Richardson military base. The incumbent must be able to pass security check to access this federal military installation. Adherence to special security guidelines, protocol, etc. for Joint Base Elmendorf-Richardson needs to be followed. Civilian workers support the administrative functions of the department which includes National Guard and Homeland Security, and requires confidentiality and the ability to work in a combined civilian and military work environment.

Bargaining Unit

If you are a current state employee, please mark the union you are a member of at the time of application. If you are not a current state employee, do not complete this question.

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 must be attached at the time of application, submitted to the contact information below, or provided at the time of interview if you are using education to meet the minimum qualifications. If you cannot attach it to your application, email or fax it to the contact provided in the job posting.

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.

Note: The State of Alaska does not provide VISA Employer sponsorships.

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.

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.

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 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 aids 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

Contact Information

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: [email protected]
• For applicant password assistance please visit: https://www.governmentjobs.com/OnlineApplication/User/ResetPassword
  
  

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

Jin Chong

Administrative Officer 2

Phone: (907) 428-7251

Work Email: [email protected]

Careers with the State of Alaska offer MANY benefits

The following information describes typical benefits available to employees of the State of Alaska. Actual benefits received may differ by bargaining unit or branch of government, position type, or be prorated for other than full time work.

For a quick breakdown of the insurance, health, and retirement benefits available for State Employees you can view an orientation video from Division of Retirement and Benefits. (Please note this video is specifically designed for new State Employees.)

Insurance Benefits

• Health insurance, which includes employer contributions toward medical/vision/dental
• The following employee groups are under AlaskaCare Benefits administered by the State: See https://drb.alaska.gov/help/plans.html for additional information.
• AVTEC
• Confidential
• Correctional Officers
• Marine Engineers
• Mt. Edgecumbe Teachers
• Supervisory
• Unlicensed Vessel Personnel/Inland Boatman's Union
• Exempt employees (not covered by collective bargaining)
• The following employee groups are covered by Union health trusts. Contact the appropriate Union for additional information.
• General Government
• Labor, Trades and Crafts
• Public Safety Employees Association
• Masters, Mates & Pilots
• Employer paid Basic Life insurance with additional coverage available (amount depends on Bargaining Unit)
  
  

Optional Insurance Benefits

• Group-based insurance premiums for
• Term life (employee, spouse or qualified same sex partner, and dependents)
• Long-term and short-term disability
• Accidental Death and Dismemberment
• Long-term care (self and eligible family members)
• Supplemental Survivor Benefits
• Employee-funded flexible spending accounts for tax savings on eligible health care or dependent care expenses
  
  

Retirement Benefits

• Membership in the Public Employees Retirement System (PERS)/Teachers' Retirement System (TRS)
• Matching employer contribution into a defined contribution program (new employees)
• Employer contribution into a defined benefit or defined contribution program (current employees)
• Contributions to the Alaska Supplemental Annuity Plan in lieu of contributions to Social Security
• Option to enroll in the Alaska Deferred Compensation Program
• Note: The Defined Contribution Plan, Supplemental Annuity Plan and Deferred Compensation Program offer a variety of investment options
  
  

See https://drb.alaska.gov/retiree/ for additional information

Paid Leave & Other Benefits

• Personal leave with an accrual rate increase based on time served
• Twelve (12) paid holidays a year
  
  

Employer State of Alaska

Address PO Box 110201

Juneau, Alaska, 99811

Phone (800) 587-0430 (Statewide toll-free number)

(907) 465-4095 (Juneau and out-of-state callers)

Website http://workplace.alaska.gov/