Administrative Assistant I

Job description          


The Alaska Department of Transportation & Public Facilities (DOT&PF) Statewide Administrative Services Division is seeking an Administrative Assistant I to join our team and help us 'Support the department's operations with quality administration.'
Do you enjoy being part of a team while still having the ability to work independently? Are you looking for a positive, friendly, and fast-paced work environment? Do you want to work in an environment where your people skills, organizational skills, and attention to detail will be highly valued? If yes, we invite you to apply!

This position provides administrative support to the Administrative Services Division (ASD) and the ASD Director. This position also provides a wide range of administrative assistance including personnel, accounting, and procurement-related duties.

Key duties include but are not limited to: Receptionist for Headquarters Administrative Services Division and secretarial service responsibilities for the Division Director; Travel arrangements and reconciling; Timesheet collector for payroll; Inventory supplies and process stock requests; Review and code monthly invoices; Reconcile one-card charges; Sort and distribute department-wide monthly unused ticket reports; Provide mail room support for DOT&PF 3-mile building; Sort and distribute department-wide quarterly SOA service pins and certificates; Serve as the department's Records Officer; and Originate the personnel action request forms (PARF).
The successful candidate will possess the following desired qualifications: Experience with procurement handling stock requests; Experience with travel arrangements; Proficient using MS Office applications (Excel, Word and Outlook); Strong work ethic with reliable attendance and punctuality; and Ability to multi-task and handle various priorities with accuracy and efficiency despite interruptions and deadlines.
Preferred experience however not required (incumbent will be trained): Experience with processing payroll timesheets Experience with State of Alaska Integrated Resource Information Systems (IRIS).
Six months of advanced 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.

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).
The State's on-line recruitment system, Workplace Alaska, requires applicants to certify that they have a legal right to accept employment in the United States. It is the responsibility of the employee to maintain the appropriate documentation to accept or continue legal employment. The State of Alaska does not function in the role as an employer sponsor.

Applicants are required to include a cover letter with their application for this position. In your cover letter, in professional business format, detail your experience, training, and/or education that support the key duties of this position, how you meet the minimum qualifications, and how your experience/education supports the desired qualifications and preferred experience listed in the job description above.

The cover letter will be considered as a writing sample and will be used to determine which applicants will advance to the interview phase of the recruitment and selection process. Applicants who do not submit a clear, well organized, informative cover letter meeting the requirements detailed above will not be considered for an interview.

When utilizing work experience not already documented in your Applicant Profile, also provide the employer name, your job title, dates of employment and whether full-time or part-time within your cover letter. Applications and Resumes will be reviewed to determine if the minimum qualifications are clearly met. If they are not, the applicant may not advance to the interview and selection phase of the recruitment.

If post-secondary education is required or is used as a substitution to meet the minimum qualifications, it is required to complete the Education section of your Profile. If you have not obtained a degree, please indicate the number of credit hours earned in the Units Completed field. Copies of transcripts will be required at time of interview but may also be attached to the application.

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.

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 days after this recruitment closes. Interested applicants are encouraged to apply to each recruitment notice to ensure consideration for all vacancies.

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.

Workplace Alaska NOTICE
PLEASE NOTE: If you choose to apply using a hardcopy (paper) application, please follow the instructions on the Workplace Alaska website 'How to Apply.'

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 '' domains. For information on allowing emails from the '' domains, visit the Lost Password Help page located at:
Craig Walsh, Administrative Operations Manager
Phone: (907) 465-2889
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