Job Details

Administrative Assistant 3

This position is open to Alaska residents only. Please check our residency definition to determine if you qualify. This position is being recruited for in Anchorage.

What you will be doing:

Are you looking for an opportunity to work with a professional team dedicated to protecting Alaska's communities and environment? Join the Alaska Department of Environmental Conservation, Environmental Health team as an Administrative Assistant 3 supporting the Solid Waste Management program, which includes Pesticides, Hazardous Waste and Solid Waste Landfills.

In this role, you will help manage key administrative operations, including financial tracking and reporting, spending plan, payroll and personnel coordination, procurement and purchasing, and travel tracking. We are looking for a motivated, detail-oriented professional with strong organizational and communication skills who takes initiative and pride in supporting meaningful work that makes a difference across Alaska.

Our organization, mission, and culture:

The Division of Environmental Health, works to help ensure safe food, safe drinking water, and healthy communities for all Alaskans. The Solid Waste Management program plays an important role in protecting public health while building strong partnerships through clear communication, teamwork, and customer service.

As part of our administrative team, your work will directly support the program's mission and the people we serve across the state. You will join a team that values service, professionalism, clear communication, accountability, and respect. No two days are quite the same and comes with a mix of responsibilities and challenges, but you'll be joining a supportive team that values sharing knowledge, helping one another, and opportunities for growth.

The benefits of joining our team:

Joining our team means being part of a supportive group that values the work we do and the people doing it. The Division of Environmental Health administrative team is a close-knit group that works together, shares knowledge, and helps one another succeed while supporting programs. You'll have opportunities to learn new skills, grow in your career, and enjoy flexible schedules and hybrid telework options after an introductory period. We're looking for someone who is dependable, approachable, enjoys working with others, and can adapt to the variety each day brings. This position also includes excellent benefits offered by the State of Alaska, including health insurance and retirement.

The working environment you can expect:

This position is based in our Anchorage office. The office location offers professional workspaces and free parking. You'll be part of a welcoming team that enjoys working together and supporting one another every day. Our staff bring a wide range of backgrounds and experiences, creating a friendly environment where collaboration, shared knowledge, and a sense of community are a big part of the job.

We are looking for a candidate that has experience in the following areas:

• Budget Administration: Knowledge of the principles and practices of budget administration and analysis; including preparing, justifying, reporting on, and executing the budget; and the relationships among program, budget, accounting, and reporting systems.
• Self-Management: Sets well-defined and realistic personal goals; displays a high level of initiative, effort, and commitment towards completing assignments in a timely manner; works with minimal supervision; is motivated to achieve; demonstrates responsible behavior.
• Interpersonal Skills: We value empathy, understanding, and effective communication skills. You'll be working with individuals from diverse backgrounds and situations, and your ability to maintain effective relationships will be critical to your success.
• Problem Solving: We're looking for a creative problem solver who can identify issues, evaluate alternatives, and make recommendations that will help us achieve our organizational goals.
• Decision Making: You'll be required to make sound, well-informed decisions that will have an impact on our organization. We need someone who can commit to action, even in uncertain situations, and drive positive change.

Minimum Qualifications

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.

Additional Required Information

Documents required at the time of the interview:

• Contact information for three (3) professional references that have knowledge of your work experience and ability to apply for this position. At least two (2) of the references must be from a current or former supervisor.
• Last two (2) performance evaluations.

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. This recruitment is for Alaska residents only. Please be sure to check our residency definition to determine if you qualify. Education: 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 with each application. (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; if not, transcripts will be required before employment. Special instructions for foreign education: 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. The State of Alaska does not provide VISA Employer sponsorships. Work experience: When using work experience not already documented in your application, please provide the employer's name, your job title, dates of employment,