Administrative Assistant 3 |PCN 110234|
Job highlights
Identified by Google from the original job post
Qualifications
At the discretion of management and depending on the applicant, local telework opportunities are possible after successful completion of training, onboarding, and at least six months of employment
We are looking for an individual with the following, knowledge, skills, and abilities:
Working knowledge of administrative processes necessary to support business operations, such as financial monitoring, accounts payable/receivable, personnel actions, and equipment purchasing and inventory
Experience with Reimbursable Service Agreements (RSA), Grants and Contracts
Experience with State of Alaska accounting and budgeting programs, Position management, and tracking
Skill in organizing and tracking workloads, setting priorities, and working with staff to meet deadlines
Ability to communicate and work effectively with senior management, adapt to changing priorities, coordinate, and work on multiple projects with overlapping deadlines, and maintain collaborative relationship
Requires Level 1 Procurement Certification be obtained within 30 days of hire
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 2, Accounting Technician 2, Human Resource Technician 2, 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 1, Accounting Technician 1, Human Resource Technician 1, 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 1, Accounting Technician 1, Human Resource Technician 1, and similar classes with the State of Alaska or the equivalent with another employer
Copies of your three most recent evaluations; and
Contact information for three professional references, two of which must be a current or former supervisor
Copies of all college transcripts, if necessary, to meet minimum qualifications
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
Copies of transcripts are required to verify educational credentials used to meet or support the minimum qualifications/competencies for a position and are required
(Unofficial is okay; please ensure the institution/URL name is listed on the transcripts)
 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
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
Responsibilities
This position provides administrative guidance, internal policy and procedure development, and management of various administrative functions for the Habitat Section
The position ensures compliance with state and federal laws and policies and guidelines to acquire and maintain resources necessary to accomplish projects and programs essential to its mission and to be responsive to the Section's professional and technical staff
This administrative position is responsible for assisting with budget development, accounting and financial management, personnel management (including payroll), procurement/purchasing, internal policy and procedure development, and special projects
Habitat Biologist workload priorities include cataloging anadromous fish water bodies; reviewing development proposals (timber, roads, oil and gas, mining, hydro); issuing fish habitat and special area permits; and monitoring permit compliance
This position will support the Admin Officer leading Habitat's budgetary and administrative functions, including budget tracking and Position Management tracking, in support of staff work for seven offices: three regional offices (Fairbanks, Anchorage, and Douglas), and three area offices (Palmer, Kenai, and Craig) as well as a Habitat Biologist assigned to the State Pipeline Coordinator's Office
The Habitat Section employs approximately 38 staff, including the Operations Manager, Fish and Game Coordinators, Habitat Biologists, Fish & Game Program Technicians, Administrative Officer, Administrative Assistant, and seasonal Fish and Wildlife Technicians, under the oversight of a Deputy Commissioner
We promote an inclusive and respectful working environment and encourage ideas for improving and streamlining administrative and permitting processes where possible
This position is located at the Anchorage Fish and Game Office
 The selected candidate will work collaboratively, providing information on budget and administrative procedures to Habitat Section Statewide offices
 Communicaton with Admin Officer will occur daily
 You will be expected to take the lead to streamline work as needed
To view the general description and example of duties for an Administrative Assistant 3 please go to the following link: https://www.governmentjobs.com/careers/Alaska/classspecs  Â
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
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
Job description
This position is open to Alaska Residents only.
 Please check our residency definition to determine if you qualify.Â
NOTE: This position has been extended to allow for a larger applicant pool.Â
The Alaska Department of Fish and Game, Division of Habitat is recruiting for an Administrative Assistant 3 located in Anchorage!
What you will be doing
This position provides administrative guidance, internal policy and procedure development, and management of various administrative functions for the Habitat Section. The position ensures compliance with state and federal laws and policies and guidelines to acquire and maintain resources necessary to accomplish projects and programs essential to its mission and to be responsive to the Section's professional and technical staff. This administrative position is responsible for assisting with budget development, accounting and financial management, personnel management (including payroll), procurement/purchasing, internal policy and procedure development, and special projects.
Our organization, mission, and culture:Â
The Alaska Department of Fish & Game strives for a diverse and inclusive workforce where safety and wellbeing are paramount and employees at all levels promote a culture where everyone is valued, treated equitably, and treated respectfully.
The Habitat Section is responsible for the proper protection of the state's valuable fish and wildlife resources and their habitats as the population and economy continue to expand. Habitat Biologist workload priorities include cataloging anadromous fish water bodies; reviewing development proposals (timber, roads, oil and gas, mining, hydro); issuing fish habitat and special area permits; and monitoring permit compliance. This position will support the Admin Officer leading Habitat's budgetary and administrative functions, including budget tracking and Position Management tracking, in support of staff work for seven offices: three regional offices (Fairbanks, Anchorage, and Douglas), and three area offices (Palmer, Kenai, and Craig) as well as a Habitat Biologist assigned to the State Pipeline Coordinator's Office. The Habitat Section employs approximately 38 staff, including the Operations Manager, Fish and Game Coordinators, Habitat Biologists, Fish & Game Program Technicians, Administrative Officer, Administrative Assistant, and seasonal Fish and Wildlife Technicians, under the oversight of a Deputy Commissioner.
Benefits of joining our team
Our team strives to embrace the diverse and challenging components of our work through open discourse, critical evaluation, and collaboration. We promote an inclusive and respectful working environment and encourage ideas for improving and streamlining administrative and permitting processes where possible.
The working conditions you can expect
This position is located at the Anchorage Fish and Game Office. Â The selected candidate will work collaboratively, providing information on budget and administrative procedures to Habitat Section Statewide offices. Â Communicaton with Admin Officer will occur daily. Â You will be expected to take the lead to streamline work as needed.
At the discretion of management and depending on the applicant, local telework opportunities are possible after successful completion of training, onboarding, and at least six months of employment. This position is being recruited for Anchorage only. Â Employees on approved telework agreements will be expected to report to the office when necessary.
Who we are looking for
We are looking for an individual with the following, knowledge, skills, and abilities:
• Working knowledge of administrative processes necessary to support business operations, such as financial monitoring, accounts payable/receivable, personnel actions, and equipment purchasing and inventory.
• Experience with Reimbursable Service Agreements (RSA), Grants and Contracts.
• Experience with State of Alaska accounting and budgeting programs, Position management, and tracking.
• Skill in organizing and tracking workloads, setting priorities, and working with staff to meet deadlines.
• Ability to communicate and work effectively with senior management, adapt to changing priorities, coordinate, and work on multiple projects with overlapping deadlines, and maintain collaborative relationship.
To view the general description and example of duties for an Administrative Assistant 3 please go to the following link: https://www.governmentjobs.com/careers/Alaska/classspecs  Â
Special Note
Requires Level 1 Procurement Certification be obtained within 30 days of hire.
A valid Driver´s License is desired.
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 2, Accounting Technician 2, Human Resource Technician 2, and similar classes with the State of Alaska or the equivalent with another employer.
OR
Two years of post-secondary education from an accredited college (32 semester hours or 48 quarter hours equals 1 year).
OR
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 1, Accounting Technician 1, Human Resource Technician 1, and similar classes with the State of Alaska or the equivalent with another employer.
OR
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 1, Accounting Technician 1, Human Resource Technician 1, and similar classes with the State of Alaska or the equivalent with another employer.
Special Note
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.
â Required Documents
Please provide at time of application submission
• Cover Letter
If selected, please provide the following at the time of the interview:
• Copies of your three most recent evaluations; and
• Contact information for three professional references, two of which must be a current or former supervisor.
• Copies of all college transcripts, if necessary, to meet minimum qualifications.
COVER LETTER
You must submit a cover letter with your application as a writing sample. Your cover letter quality and content, highlighting your knowledge, skills, abilities, and experience as they pertain to the position will be used to select which applicants advance to the interview phase of the recruitment and selection process. If unable to attach to your application email to the contact provided in the job posting.
EDUCATIONÂ
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. (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.
SPECIAL INSTRUCTIONS FOR FOREIGN EDUCATIONÂ
 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.  Omission of required documentation listed will result in an incomplete application and you will not receive further consideration.
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Work Experience
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.
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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.
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MULTIPLE VACANCIESÂ
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 (+0) days after this recruitment closes. Interested applicants are encouraged to apply to each recruitment notice to ensure consideration for all vacancies.
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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 (+07) 465-40+5 in Juneau or TTY: Alaska Relay 711 or 1-800-770-8+73 or correspond with the Division of Personnel & Labor Relations at: P.O. Box 110201, Juneau, AK ++811-0201. The State of Alaska is an equal opportunity employer.
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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.
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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 (+07) 465-40+5 if you are located in the Juneau area. Requests for information may also be emailed to recruitment.services@alaska.gov.
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 For applicant password assistance please visit:https://www.governmentjobs.com/OnlineApplication/User/ResetPasswordÂ
For specific information in reference to the position please contact the hiring manager
Donna Monaghan
Administrative Officer 1
donna.monaghan@alaska.gov