• Job Description

  Req#: 4522010
  
  What You Will Be Doing
  As an integral part of the Fire Protection Program's operation in the Mat-Su and McGrath areas (MSAO, SWAO), your role will be crucial. You will provide essential administrative support for the Fire Management Officers (FMO) and other staff within MSAO. Your responsibilities will encompass a wide range of administrative tasks, including payroll processing, personnel forms, travel arrangements, procurement, invoice management, budgeting, and the supervision of an Office Assistant 2.
  
  Mission and Culture
  At the Division of Forestry & Fire Protection, we foster a mission-driven culture that is dedicated to the protection of Alaska’s values, including life and property from wildland fire. We work closely with federal, state, and local emergency response agencies, as well as private industry vendors, to provide wildland fire management and protection for the State of Alaska. The Fire Protection Program's administrative section's position is an integral part of administratively supporting Forestry & Fire Protection's workforce, and we are looking for individuals who share our passion and commitment to this mission.
  
  By joining our high-functioning administrative team, you will be part of the backbone that supports the safety of people, property, and resources in Alaska and beyond. This position offers a variety of challenges and the opportunity to contribute to the success of the DOF mission, all within a collaborative and supportive work environment.
  
  Our administrative section’s values can be summed up as PRIDE – Positive, Reliable, Inspiring, Dependable, and Efficient – as we work hard to support the Forestry & Fire Protection’s mission. We are seeking an individual who is not only enthusiastic and dependable but also detail-oriented. If you are someone who thrives in a fast-paced environment and is committed to maintaining high standards of accuracy and efficiency, we would love to have you on our admin team.
  
  Benefits of Joining Our Team
  Joining the DOF administrative team not only offers the chance to work with dedicated professionals who support each other but also provides a platform for personal and professional growth. As our team expands and we create a new administrative structure to support the division's new organization, you will have the opportunity to take on new responsibilities and contribute to our evolving programs.
  
  The Working Environment You Can Expect
  This position is in Palmer, at the Division of Forestry building at 101 Airport Road, Palmer, AK 99645. The administrative building, which includes the warehouse and hangar, is part of the Palmer Complex. It houses multiple Division sections and has a great view of the tarmac and Pioneer Peak.
  
  The knowledge, skills, abilities, and competencies needed to be successful in this position include:
  • Considerable experience and knowledge of administrative functions, including:
    • financial monitoring
    • accounts payable/receivable
    • purchasing and inventory
    • travel policies and procedures
    • personnel and payroll
  • Researching and applying statutes, regulations, policies, and procedures.
  • Excellent written and verbal communication skills with experience preparing documents such as manuals or handbooks, reviewing documents and agreements for content and style, preparing and presenting information to various size groups during training and meetings, and interpreting and explaining policy.
  • Information system experience such as state accounting - Integrated Resource Information System Financial (IRIS-FIN); financial - Alaska Data Enterprise Reporting (ALDER); budget - Alaska Budget System (ABS), payroll - Human Resources Management (IRIS-HRM), personnel recruitment - WorkPlace Alaska (WPAK) or similar systems elsewhere.
  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.
  **NOTE: PLEASE READ THE FOLLOWING CAREFULLY**
  
  DEPARTMENT EMPLOYEES ONLY
  Only permanent State employees currently working in or laid off from the recruiting department's classified service may apply.
  
  At the time of application , the applicant must attach as individual documents the following items (If unable to attach documents, please fax or email the contact listed below):
  • Cover letter – See below for details.
  If selected for an interview , the applicant must provide the following:
  • Three professional references.
  • Valid driver’s license
  SPECIAL NOTICES
  • This position will travel within Alaska during the fire season (April 1 - August 31 or later) for up to 14-21 days at a time, 1-5 times annually, to assist area offices with fire and attend meetings or training.
  • May work towards qualification for other positions utilized in the Incident Command System.
  • Will be required to work or be available during evenings and/or weekends, depending on the need during the fire season.
  
  Application Notice
  You can ONLY apply for this position through the Workplace Alaska website or a 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 apply successfully. Instructions on how to apply with Workplace Alaska may be found on the Workplace Alaska “How to Apply" page. Your application must be submitted by 5:00 p.m. Alaska Standard Time on the closing date.
  
  Cover Letter
  A cover letter is required for this position. Your cover letter should address the following questions, either separately or as part of describing how you qualify against the minimum qualification and required knowledge, skills, abilities, and experience identified above.
  • Describe how you ensure accuracy in your work product.
  • Describe your experience working in an emergency response office while working on multiple tasks with various deadlines.
  • Describe your communication style.
  • Describe your knowledge and experience working in the Microsoft Suite (Excel, Word, Outlook, PowerPoint, Teams)
  Your cover letter will be used to determine which applicants will advance to the interview phase of the recruitment.
  
  Please attach the cover letter to your application before submitting it online if you cannot attach it, fax or email it to the contact number provided below.
  
  Education
  If post-secondary education is required to meet the minimum qualifications, you must fill out the Education section of the application. If you have not obtained a degree, please indicate the 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 the 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.
  
  Work Experience
  If using work experience not already documented in your application, also provide the employer’s name, job title, employment dates, and whether full or part-time. Applications will be reviewed to determine whether the responses are supported, and minimum qualifications are clearly met. If they are not, the applicant may not advance to the recruitment interview and selection phase.
  
  Note: Attaching a resume is not an alternative to filling out the application entirely. Noting, "see resume" or any similar response on any portion of your application may lead to a determination that your application is incomplete and removal from consideration for this job posting.
  
  Bargaining Unit
  If you are a current state employee, please mark the union you are a member of at the time of application. Do not complete this question if you are not a current state employee.
  
  Driver’s License Requirement
  Applicants must possess a valid driver's license. Proof of licensure will be required prior to reporting to duty.
  
  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.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 recruitment.services@alaska.gov.
  
  For assistance with your password, please visit the reset password page.
  
  For specific information about this position, please get in touch with the hiring manager at the following:
  
  Will Pace
  Administrative Officer 1, Coastal Region
  Phone: 907-761-6217
  Email: will.pace@alaska.gov

• About the company

  The Alaska State Troopers, officially the Division of Alaska State Troopers, is the state police agency of the US state of Alaska.

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