Administrative Assistant (090009)

State Of Alaska•Anchorage, AK

54d•$23•Onsite

About The Position

The Department of Military and Veterans Affairs (DMVA) , Division of Administrative Services (DAS), is recruiting for an Administrative Assistant 1 ! This position is in the General Government (GGU) bargaining unit at a range 12. This position is open to Alaska Residents only. Please check our Definition FAQ to determine if you qualify. What You Will Be Doing: As the newest member of our team, you will be stepping into a crucial role as the primary point of contact for DAS. Your contributions will be essential in providing vital administrative support to our leadership and division team. Your duties will include serving as the welcoming face of DAS by greeting visitors with professionalism and efficiency; drafting and Our Mission and Our Culture The Division of Administrative Services (DAS) continues to provide outstanding support to our division team, supervisors, and leadership by delivering exceptional administrative services. As a highly motivated, customer-service-oriented agency, DAS relies on the Administrative Assistant 1 to play a vital role in ensuring smooth operations and effective communication, enhancing efficiency and responsiveness across the division and supporting Alaska's military and veteran population through reliable service and dedication and managing a variety of correspondence to ensure clear and accurate communication; overseeing the timely and accurate submission and processing of staff timesheets; arranging and coordinating travel logistics for leadership and staff to ensure smooth and efficient journeys; and assisting with various aspects of our recruitment efforts to help build and maintain a strong team. In addition to these core administrative duties, you will play a particularly important role in supporting the activation process of Alaska Organized Militia members into State Active Duty. This will involve ensuring smooth coordination and clear communication throughout these critical procedures. The Benefits of Going Our Team: As a valued member of the DAS Administrative section, this role offers a meaningful opportunity to contribute to a vital mission while fostering self-growth and career advancement through extensive training and development. Working closely with a dedicated administrative team under the guidance of the Administrative Officer 2, you will gain valuable experience and skills, supported by competitive benefits such as paid leave, retirement options, and comprehensive health plans that promote your overall wellbeing. The Working Environment You Can Expect: DAS is proudly located on Joint Base Elmendorf/Fort Richardson (JBER) surrounded by the natural beauty of the Arctic Valley where you can enjoy a three-mile paved walking/ jogging trail and have access to a no-cost fitness center at the Army National Guard Armory. You will have the opportunity to collaborate and engage with uniformed military members and fellow state employees, to accomplish our mission while maintaining a healthy work-life balance. Who we are looking for: We are interested in candidates who possess some or all of the following position specific competencies: Interpersonal Skills: Shows understanding, friendliness, courtesy, tact, empathy, concern, and politeness to others; develops and maintains effective relationships with others; may include effectively dealing with individuals who are difficult, hostile, or distressed; relates well to people from varied backgrounds and different situations; is sensitive to cultural diversity, race, gender, disabilities, and other individual differences. 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. Attention to Detail : Is thorough when performing work and conscientious about attending to detail. Computer Skills : Uses computers, software applications, databases, and automated systems to accomplish work. Customer Service : Anticipates and meets the needs of both internal and external customers. Delivers high-quality products and services; is committed to continuous improvement. If you can see yourself in this role, we encourage you to apply! To view the general description and example of duties for the position please go to the following link: : https://www.governmentjobs.com/careers/Alaska/classspecs NOTE SPECIAL NOTICE - JBER (BASE) ACCESS NOTE The successful applicants must pass a federal background check in order to qualify for military base access, which is required with this position's work location on base. The background check may include fingerprinting. All job offers are conditional pending successful completion of the federal background check and issuance of a Defense Biometrics Identification System (DBIDS) card allowing base access. Also, you must be able to maintain the clearance throughout your employment. If using a private vehicle this will require a valid Alaska Driver License, proof of vehicle insurance, and a valid State of Alaska vehicle registration. State employees are guests on Joint Base Elmendorf-Richardson; clearance and access are not within the State's control. Special Note: In addition, in some cases employees must be able to obtain and maintain a Common Access Card (CAC). As part of the examination process, a background check investigation, including a criminal records check, will be conducted. Conviction of a crime will not automatically preclude appointment. The circumstances involved in the conviction will be considered.

Requirements

Six months of advanced 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 Six months 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.)
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).
The successful applicants must pass a federal background check in order to qualify for military base access, which is required with this position's work location on base. The background check may include fingerprinting. All job offers are conditional pending successful completion of the federal background check and issuance of a Defense Biometrics Identification System (DBIDS) card allowing base access. Also, you must be able to maintain the clearance throughout your employment. If using a private vehicle this will require a valid Alaska Driver License, proof of vehicle insurance, and a valid State of Alaska vehicle registration.
You may travel to remote areas of the state to support the Departments missions. They may travel to Juneau, Fairbanks, and other out of state locations for coordination and training. They may travel to different divisions/components by car or light truck for pickup and delivery of mail and face to face meetings.
DMVA is housed on the Joint Base Elmendorf-Richardson military base. The incumbent must be able to pass security check to access this federal military installation. Adherence to special security guidelines, protocol, etc. for Joint Base Elmendorf-Richardson needs to be followed.
Civilian workers support the administrative functions of the department which includes National Guard and Homeland Security, and requires confidentiality and the ability to work in a combined civilian and military work environment.

Nice To Haves

Interpersonal Skills: Shows understanding, friendliness, courtesy, tact, empathy, concern, and politeness to others; develops and maintains effective relationships with others; may include effectively dealing with individuals who are difficult, hostile, or distressed; relates well to people from varied backgrounds and different situations; is sensitive to cultural diversity, race, gender, disabilities, and other individual differences.
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.
Attention to Detail : Is thorough when performing work and conscientious about attending to detail.
Computer Skills : Uses computers, software applications, databases, and automated systems to accomplish work.
Customer Service : Anticipates and meets the needs of both internal and external customers. Delivers high-quality products and services; is committed to continuous improvement.

Responsibilities

Serving as the welcoming face of DAS by greeting visitors with professionalism and efficiency
Drafting and managing a variety of correspondence to ensure clear and accurate communication
Overseeing the timely and accurate submission and processing of staff timesheets
Arranging and coordinating travel logistics for leadership and staff to ensure smooth and efficient journeys
Assisting with various aspects of our recruitment efforts to help build and maintain a strong team
Supporting the activation process of Alaska Organized Militia members into State Active Duty

Benefits

Health insurance, which includes employer contributions toward medical/vision/dental
Employer paid Basic Life insurance with additional coverage available (amount depends on Bargaining Unit)
Group-based insurance premiums for Term life (employee, spouse or qualified same sex partner, and dependents)
Long-term and short-term disability
Accidental Death and Dismemberment
Long-term care (self and eligible family members)
Supplemental Survivor Benefits
Employee-funded flexible spending accounts for tax savings on eligible health care or dependent care expenses
Membership in the Public Employees Retirement System (PERS)/Teachers' Retirement System (TRS)
Matching employer contribution into a defined contribution program (new employees)
Employer contribution into a defined benefit or defined contribution program (current employees)
Contributions to the Alaska Supplemental Annuity Plan in lieu of contributions to Social Security
Option to enroll in the Alaska Deferred Compensation Program
Personal leave with an accrual rate increase based on time served
Twelve (12) paid holidays a year