Website Workplace Alaska
The Workplace Alaska is looking for highly talented and motivated individuals for their Fairbanks, AK offices. If you are interested in the long-term career progression then apply for Administrative Assistant III in Fairbanks, AK.
Job: Administrative Assistant III
$3,976 a month –
Company: Workplace Alaska
Location: Fairbanks, AK
Hiring Restriction Exemption
This individual position is EXEMPT from the hiring restrictions. Qualified applicants are encouraged to apply.
This position is open to Department of Natural Resources Employees Only
The Alaska Department of Natural Resources, Division of Geological & Geophysical Surveys (DGGS), is recruiting for an Administrative Assistant III. This position performs a wide variety of professional administrative services and technical support to the Division, as well as the Department and Administrative Services Support staff.
We are looking to hire hard working, dependable, detail oriented individuals to be a part of our team. Those individuals who enjoy a variety of tasks, take pride in their work, are consistent, and possess excellent organizational and communication skills are encouraged to apply!
Key Responsibilities include, but are not limited to the following:
Procuring all supplies and equipment for the Division by preparing field purchase orders (PO), delivery orders (DO), and requests for service (RQS) and (RC) documents through the State’s Integrated Resource Information System (IRIS)
Processing, reviewing, and coding a various types of types of invoices and payment documents in a timely manner
Research and gather information regarding financial transactions, payment history, invoices, and expenses in IRIS and other applications
Processing personnel paperwork, new hire, separation, FMLA/AFLA, occupational injury reports
Managing and filing all documents, both in electronic and hard copy formats
Receiving/screening/answering questions, and directing inquiries to appropriate staff
Booking travel for employees when the travel planner is out of the office
Act as Team Lead for the Administrative Team when the Administrative Officer is out of the office
Preferred Knowledge, Skills, and Abilities (KSA’s) to be described in your cover letter include:
Experience with administrative functions necessary to support business operations, such as procurement/purchasing, accounts payable/receivable and financial coding and monitoring
Experience working with State’s Integrated Resource Information System (IRIS)
Proficiency and ability to assist with Microsoft Office Suite software (Excel, Word, Visio & Outlook)
Ability to comprehend, interpret, apply, and explain rules and regulations, bargaining contracts, policy and procedure, and instructions
Excellent organizational skills with the ability to multi-task and manage changing priorities in a fast paced environment
Ability to communicate with multi-cultural and diverse people, comprehend complex situations, and make timely, logical and consistent decisions
Excellent accuracy, professionalism, and attention to detail with reliable attendance and punctuality
Works well independently and as a member of a team
Motivated, energetic and committed
Demonstrates a high level of initiative with a positive attitude
COVER LETTER IS MANDATORY
We do not expect you to have experience in everything listed below, but would like to know the areas in which you DO have expertise.
A cover letter is required for this position and will be used as a writing sample. The cover letter should highlight your knowledge, skills, abilities, and experience as they pertain to the key responsibilities and desired strengths listed in the job description.
Your cover letter will differ from what is normally sent to an employer. For this application it must:
Be professionally written and include proper format, grammar, spelling, and punctuation;
Give a detailed explanation of how you meet the minimum qualifications for this position, including work experience and dates if you are using work history to meet the minimum qualifications of this position;
Be in a numbered format in correlation to the above numbered knowledge, skills, and abilities (KSA’s);
Articulate concise, specific, and detailed explanation and example(s) of how your work experience applies to the numbered KSA’s listed above; and
Provide the number of months and/or years of experience regarding the KSA’s listed above. If you do not have experience in one or more of the KSA’s listed above, it is important that you state that clearly in your cover letter.
Please attach the cover letter to your application before submitting it online or, if unable to attach to your application, email it to the contact provided in the job posting. Your complete applicant package, including cover letter, will be used to determine which applicants will advance to the interview phase of the recruitment and selection process. If you do not attach a separate, professional cover letter, you will not move on to the interview phase.
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 II, Accounting Technician II, Human Resource Technician II, and similar classes with the State of Alaska or the equivalent with another employer.
Two years of post-secondary education from an accredited college (32 semester hours or 48 quarter hours equals 1 year).
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 I, Accounting Technician I, Human Resource Technician I, and similar classes with the State of Alaska or the equivalent with another employer.
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 I, Accounting Technician I, Human Resource Technician I, and similar classes with the State of Alaska or the equivalent with another employer.
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:
**NOTE: PLEASE READ THE FOLLOWING CAREFULLY**
If not already attached at the time of application, the following must be submitted to the hiring manager listed in the contact information below within 48 hours of the close of this recruitment if you are using education to meet Minimum Qualifications:
Copies of all college transcripts (unofficial copies are acceptable).
If selected for an interview, applicants must submit the following items:
Copies of your two (2) most recent evaluations; and
Three (3) professional references, with at least one being a current or former supervisor, include current daytime contact phone numbers.
Please do not send transcripts, letters of recommendation, or other materials separately from the Workplace Alaska application unless requested to do so by the hiring manager.
THIS POSITION IS OPEN TO DEPARTMENT OF NATURAL RESOURCES EMPLOYEES ONLY
Applicants must currently work in the Department of Natural Resources and hold permanent employment status, or have transfer rights, or, if separated, have rehire rights to this job classification.
You can ONLY apply for this position through the Workplace Alaska website. If you accessed this recruitment bulletin through a job search portal such as ALEXsys or any other database, you MUST use a Workplace Alaska login to successfully apply. Your application must be submitted by 5:00 p.m. Alaska Standard Time on the date of closing. 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/howtoapply/
COVER LETTER INFORMATION
In addition to answering the supplemental question regarding how you meet the minimum qualifications for this position, a cover letter is required. The cover letter should highlight your knowledge, skills, abilities, and experience as they pertain to the responsibilities listed in the job description above. Please attach the cover letter to your application before submitting it online or, if unable to attach to your application, fax it to the contact number provided in the job posting. The cover letter will be used as a writing sample and will help determine which applicants will advance to the interview phase of the recruitment and selection process.
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 provided at the time of 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 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.
If using work experience not already documented in your application, also provide the employer 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.
Applicants must possess an Alaska driver’s license. An individual without an Alaska driver’s license, who meets the minimum age and experience requirements, may apply for the vacancy. An applicant qualifying under this option may receive a job offer conditional upon acquisition of an Alaska driver’s license. Proof of licensure will be required prior to reporting to duty.
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 located in the Juneau area. Requests for information may also be emailed to [email protected]
For applicant password assistance please visit: https://www.governmentjobs.com/js_lostpswd.cfm?&topheader=alaska
For specific information in reference to the position please contact the hiring manager at the following:
Name: Shelly Showalter
Phone: (907) 451-5002
Fax: (907) 451-5223
Email: [email protected]