Administrative Assistant 3 (PCN 20-8712)

State of Alaska•Anchorage, AK

5d•Onsite

About The Position

The Department of Corrections, Division of Health and Rehabilitation Services, is recruiting for an Administrative Assistant 3 position for the Anchorage Central Office, located in Anchorage, Alaska. This position leads a team of administrative staff for the Department of Corrections, Division of Health and Rehabilitation Service. The position will be responsible for assisting and training teammates, as well as daily responsibilities in the following areas: Invoice payment processing & Reconciling. Payroll – to include new hire/resignation paperwork. Budget Tracking. Inmate Medical Claims Processing & Research & Other duties as assigned.

Requirements

One year of experience performing journey-level technical duties in one or more administrative functional areas such as human resources, accounting, administration, and procurement.
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.
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.
Ability to calculate or audit 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.
Ability to determine 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.
Ability to purchase 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.
Ability to assist in the preparation of reports reflecting the examinations made, discrepancies noted, and the corrective entries required for adjusting accounts.
Ability to assist with the implementation of corrections.
Ability to verify 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.
Ability to prepare 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.
Ability to receive supply requests, reviewing and approving for completeness and conformity to guidelines.
Ability to prepare and process various documents such as purchase orders, delivery orders, and bid specifications.
Must pass a criminal history check.
Must be fingerprinted.

Nice To Haves

Attention to Detail: Is thorough when performing work and conscientious about attending to detail.
Leadership: Influences, motivates, and challenges others; adapts leadership styles to a variety of situations.
Manages and Organizes Information: Identifies a need; gathers, organizes, and maintains information; determines its importance and accuracy, and communicates it by a variety of methods
Teamwork: Encourages and facilitates cooperation, pride, trust, and group identity; fosters commitment and team spirit; works with others to achieve goals.
Customer Service: Anticipates and meets the needs of both internal and external customers. Delivers high-quality products and services; is committed to continuous improvement.