Administrative Assistant 2 (PCN 054034)

Posting number: 54585

Department: Education & Early Development

Division: Libraries, Archives & Museums

Job classification: Administrative Assistant 2

Posting type: Open

Categories: Administration, Administrative Assistant, Clerical & Data Entry, Miscellaneous, Customer Service, Business, Education, Training & Library, Office and Administrative Support

SummaryThis position is open to Alaskan Residents only.Please check out the residency definition to determine if you qualify.
Join us as an Administrative Assistant 2
What you will be doing
You will be a vital part of the Libraries, Archives, and Museums (LAM) Management Team.

• Accounts payable/receivable, payroll, and HR tasks
• Procurement, travel coordination, and budget tracking
• Point of sale operations and building management
• Daily operations (working Sunday -Thursday during tourist season, Monday - Friday during off-season) 

Our Mission, Values, and Culture
LAM's mission is to promote lifelong learning through Alaska's diverse history, art, and culture.
This position supports that mission by delivering essential financial and administrative services across all sections, strengthening collaboration and stewardship.

Benefits of Joining Our Team

• Supportive, collegial work environment
• Access to training and professional development
• Career advancement opportunities within the State of Alaska
• Meaningful work that serves Alaska's communities
• Opportunity to build skills and grow professionally

The Working Environment You Can Expect

Located in the beautiful Father Andrew P. Kashevaroff (APK) Building in downtown Juneau.
The building offers dedicated parking, an on-site café, and scenic views of the Gastineau Channel and surrounding mountains.
The work culture is collaborative and professionally inspiring.

Who We Are Looking For

• Accounting Operations: Knowledge of general ledger accounting and the control/subsidiary account relationships and reconciliation techniques, including accounts receivable, accounts payable, and disbursing officer's accountability
• Adaptability: adjusts planned work by gathering relevant information and applying critical thinking to address multiple demands and competing priorities in a changing environment.
• Analytical Thinking/Problem Solving: uses a logical, systematic, sequential approach to address problems or opportunities or manage a situation by drawing on one’s knowledge and experience base and calling on other references and resources as necessary.
• 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: Treats others with courtesy, sensitivity, and respect. Considers and responds appropriately to the needs and feelings of different people in different situations.

If you can imagine yourself in this role, we encourage you to apply! Examples of dutiesSix 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). QualificationsAt the time of the interview, please provide the following:

• If using to verify you meet the minimum qualifications, a copy of academic transcripts. Unofficial are okay, please ensure that the institution name/URL is listed on the transcripts.

Additional Information:

• While CPR and First Aid certification are desirable, they are not required by regulation or law.
• Valid driver`s license, preferred.
• Frequent use of: Alaska Administrative Manual, Alaska Administrative Code, Alaska Statutes, union contracts, State Personnel Rules, ALDER, IRIS manuals.

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
If education is completed in a foreign college or university, it 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 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. 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. The omission of the required documentation listed will result in an incomplete application, and you will not receive further consideration. 
 
WORK EXPERIENCE

When using work experience not documented in your application, please provide the employer's name, job title, employment dates, and whether you worked full-time or part-time  Applications will be reviewed to determine if the responses are supported and if minimum qualifications are met  Work experience needed to meet the minimum qualifications must be documented in the application  If the application does not support minimum qualifications, the applicant may not advance to the interview and selection phase of the recruitment.

If you have currently or previously been appointed to a flexibly staffed position, please ensure your work experience within a flexibly staffed position indicates the actual dates employed at each level  Ensure your time and any subsequent flex promotion(s) are documented as a separate position  This is required as minimum qualifications require experience at a particular level in which the lower level may not be considered  If this information is not accurately reflected in your application, this may cause the processing of your application for consideration to be delayed.
 
NOTE: Attaching a resume or curriculum vitae is not an alternative to filling out the application. Noting "see resume or CV" 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.
 
The State of Alaska does not provide VISA Employer sponsorships.

APPLICATION NOTICE
You can ONLY apply for this position through the Workplace Alaska website or via a hard copy application. If you accessed this recruitment bulletin through a job search portal such as AlaskaJobs or another database, you MUST use a Workplace Alaska online or hard-copy application to apply successfully. 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/

EEO STATEMENT
The State of Alaska complies with Title I of the Americans with Disabilities Act (ADA). Individuals with disabilities who require accommodations, auxiliary aids, services, or alternative communication formats, please call 1-800-587-4095 in Juneau, or TTY: Alaska Relay 711 or 1-800-770-8973, 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 applying for a password, please visit https://www.governmentjobs.com/OnlineApplication/User/ResetPassword Supplemental informationFor specific information in reference to the position, feel free to contact the hiring manager at: Name/Title: Brittany Peralta, Administrative Officer 2Phone: 907-465-2929Email: brittany.peralta@alaska.gov