Project Assistant (XE) (PCN 16T022)

State of Alaska•Statewide, AK

5d•Hybrid

About The Position

This Individual Position is Exempt from the Hiring Freeze. Qualified Applicants are Encouraged To Apply. Welcome to the Department of Health! We’d be delighted to have you join our team. If you envision yourself in this role and are ready to start an exciting career with us, apply today! This position is open to Alaskan Residents only. Please check out the residency definition to determine if you qualify. This position is currently located in Anchorage. The position may be in Anchorage, Bethel, Fairbanks, Homer, Juneau, Kenai, Ketchikan, Kodiak, Nome, Sitka and Wasilla, depending upon the location of the most qualified candidate. We invite you to watch our "Welcome to DPA" video here: https://vimeo.com/1023052645?share=copy In this role, you will provide general project and administrative support to the Eligibility Modernization Office (EMO), helping keep assignments, records, approvals, and communications organized and moving forward. You will track project tasks, milestones, action items, and deliverables, and coordinate routine follow-up with internal staff and external vendors. You will support light vendor management by maintaining contract files, monitoring required documentation and deliverable status, and routing questions and approvals to the appropriate staff. The Project Assistant also maintains contract and invoice tracking logs, checks submissions for completeness, monitors approval and payment status, and organizes supporting records for the office’s accounting and contract administration functions. Additional duties include meeting coordination, document control, report preparation, system-access support, and other project support needed to keep EMO work on schedule.

Requirements

Knowledge of the principles, methods, or tools for developing, scheduling, coordinating, and managing projects and resources, including monitoring and inspecting costs, work, and contractor performance.
Knowledge of various types of contracts, techniques, or requirements (for example, Federal Acquisition Regulations) for contracting or procurement, and contract negotiation and administration.
Thoroughness when performing work and conscientiousness about attending to detail.
Experience supporting projects involving multiple tasks, deadlines, internal staff, and external vendors.
Experience maintaining contract, purchase, or invoice tracking records.
Experience verifying information for completeness and accuracy, monitoring approvals or payment status, and addressing discrepancies or missing documentation.
Experience organizing project records, coordinating meetings or reviews, and preparing communications or reports for a project or management team.
Proficiency in using Microsoft Excel, Outlook, or other tools to support team work.

Nice To Haves

Experience using tools or methods to track assignments, follow up on deliverables, and keep work moving on schedule.
Experience with Federal Acquisition Regulations.

Responsibilities

Provide general project and administrative support to the Eligibility Modernization Office (EMO).
Track project tasks, milestones, action items, and deliverables.
Coordinate routine follow-up with internal staff and external vendors.
Support light vendor management by maintaining contract files, monitoring required documentation and deliverable status, and routing questions and approvals to the appropriate staff.
Maintain contract and invoice tracking logs.
Check submissions for completeness, monitor approval and payment status, and organize supporting records for the office’s accounting and contract administration functions.
Coordinate meetings.
Perform document control.
Prepare reports.
Provide system-access support.
Provide other project support needed to keep EMO work on schedule.