Under general direction of the Administrative Officer 1, the incumbent provides a wide range of technical-level administrative support to Southcoast Region staff. The incumbent is responsible for working in a lead capacity over two positions within Support Services Division. Primary responsibilities will include coordinating day to day work assignments and ensuring work productivity is within established targets as well as identify problems within the administrative workflow and make recommendations to the Administrative Officer 1 for improvements.

Our organization, mission, and culture:
The Department of Transportation and Public Facilities, Southcoast Region, Support Services Division provides administrative support to the entire region of dedicated professionals who work hard to Keep Alaska Moving through service and infrastructure.

The benefits of joining our team:
The Support Services Division is an evolving and growing part of the Southcoast Region within Department of Transportation & Public Facilities. The Support Services division provides opportunities for career advancement and development through training of several administrative tasks and functions. We are moving towards a hybrid telework schedule offering one day per week as an option for telework after the initial probation period.

The working environment you can expect:
The office, centrally located off Egan Drive between downtown Juneau and the Mendenhall Valley, provides abundant parking, nearby walking trails, and a fast-paced, team-oriented atmosphere. The incumbent will work in the office and via Teams to interface directly with staff, other team members, and vendor partners.

Who we are looking for:
Our ideal candidate will thrive on the variety of administrative tasks, be flexible with the ability to quickly shift gears, and enjoy the teamwork that this busy work environment offers. Desired competencies include:

• Oral and Written Communication: Expresses information (for example, ideas or facts) to individuals or groups effectively, taking into account the audience and nature of the information (for example, technical, sensitive, controversial); makes clear and convincing oral and written presentations; listens to others, attends to nonverbal cues, and responds appropriately.
• Customer Service: Works with clients and customers to assess their needs, provide information or assistance, resolve their problems, or satisfy their expectations; knows about available products and services; is committed to providing quality products and services.
• Accountability: Holds self and others accountable for measurable high-quality, timely, and cost-effective results. Determines objectives, sets priorities, and delegates work. Accepts responsibility for own actions and decisions. Complies with established control systems and rules.
• Adaptability: adjusts planned work by gathering relevant information and applying critical thinking to address multiple demands and competing priorities in a changing environment.
• Developing Others: Develops the ability of others to perform and contribute to the organization by providing ongoing feedback and by providing opportunities to learn through formal and informal methods.

To view the general description and example of duties for positions please go to the following link: https://www.governmentjobs.com/careers/Alaska/ classspecs

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 the time of application, applicants are requested to submit:

• Cover letter - instructions below.

At the time of interview, applicants are requested to submit (if not already attached to your application):

• Three (3) professional references with current contact information
• Two (2) most recent performance evaluations and/or letters of recommendation.
  
  

COVER LETTER
You are required to include a cover letter with your application for this position. In your cover letter, describe how you meet the minimum qualifications and describe your experience with the five (5) competencies listed in the "Who we are looking for" section above. Your cover letter will be used as a writing example and will be used to help determine which applicants will advance to the interview phase of the recruitment and selection process.

RECRUITMENT SCOPE
All State Employee Recruitments: Applicants must currently hold permanent employment status in the classified service as defined in Alaska Statute 39.25.100 . Permanent employment status is defined as holding permanent status in ANY job class in the current period of employment with no break in service (separation from State of Alaska employment) since the permanent status was earned.

LEGAL EMPLOYMENT
The State’s online 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.

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.

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 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 the 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.

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 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.

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 a 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/

NOTICE
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 '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 at:

Name: Samantha Rhodes, Administrative Officer 1
Phone: (907) 465-1777
Email: samantha.rhodes@alaska.gov