The Alaska Department of Commerce, Community and Economic Development, Division of Corporations, Business & Professional Licensing is recruiting for an Administrative Assistant 3 located in Juneau!

What you will be doing:

The Director’s Administrative Assistant 3 provides support to the Corporations, Business and Professional Licensing office; managing workflow of top management personnel; tracking legislation and other projects; analyzing, reviewing, and creating, and implementing processes; ensuring requirements for public processes are followed; and acting as a central point for internal questions. 

In addition, this position engages in public communication, regularly responding to inquiries from the public in person, over e-mail, or telephone, and works on special projects requiring research and compilation of data and information on a variety of topics. This position reports to the division director and provides special project assistance to the director as needed.

Our organization, mission, and culture: 

The mission of the Division of Corporations, Business and Professional Licensing is to inspire public confidence through balanced regulation of competent professional and business services. Our dynamic organization administers more than 40 licensing programs and assists 21 licensing boards in fulfilling our mission. Our daily focus is on stakeholder collaboration to ensure Alaska's professionals can get to work safely and quickly. 

We prize teamwork, flexibility, and positivity. To learn more about our agency, please visit our website: https://www.commerce.alaska.gov/web/cbpl

Benefits of joining our team: 

We foster personal growth, independent work, and professional judgement. Our office offers a fast-paced, team-oriented atmosphere with a strong emphasis on providing excellent customer service. This position offers a benefits package, paid leave, and the ability to telework when appropriate.

The working conditions you can expect:

This position is located overlooking Gastineau Channel on the 9th floor of the State Office Building in beautiful downtown Juneau. Our daily working environment is challenging and extremely busy with a high volume of customer contact. Our team is highly focused with exceptional attention to detail. Working in the office is required, especially during the probationary period. However, teleworking may be considered for suitable applicants after initial training has been successfully completed.

Who we are looking for:

• Conscientiousness: Displays a high level of effort and commitment towards performing work; demonstrates responsible behavior.

• Adaptability: Adjusts planned work by gathering relevant information and applying critical thinking to address multiple demands and competing priorities in a changing environment.

• 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.

• Decisiveness: Makes well-informed, effective, and timely decisions, even when data are limited or solutions produce unpleasant consequences; perceives the impact and implications of decisions.

• Attention to Detail: Is thorough when performing work and conscientious about attending to detail.

• Customer Service: Anticipates and meets the needs of both internal and external customers. Delivers high-quality products and services; is committed to continuous improvement.

• Teamwork: Encourages and facilitates cooperation, pride, trust, and group identity; fosters commitment and team spirit; works with others to achieve goals.

• Writing: Recognizes or uses correct English grammar, punctuation, and spelling; communicates information (for example, facts, ideas, or messages) in a succinct and organized manner; produces written information, which may include technical material, that is appropriate for the intended audience and represents the director and division well.

• Computer Skills: Uses computers, software applications, databases, and automated systems to accomplish work

To view the general description and example of duties for an Administrative Assistant 3 please go to the following link:https://www.governmentjobs.com/careers/Alaska/classspecs 

Special Notice:

While this position is called the Director’s Administrative Assistant, the incumbent will provide support for all top management personnel and to the entire 100 employee division, as needed.

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.
 

At time of application, applicants are requested to submit:

• Copy of academic transcripts (unofficial are okay, please ensure that the institution name/URL is listed on the transcript) to verify that you meet the minimum qualifications.

• Cover Letter see instructions below in Cover Letter section

At time of interview, applicants are requested to submit:

• Copies of your most recent three (3) work evaluations 

• Three (3) professional references who have had supervisory responsibility over you along with their daytime contact phone numbers. 

•  Submission of additional written work product or project samples is encouraged, but not required

Please read the below information carefully. This applies to your application submission.

COVER LETTER

Cover Letter format:

• Present the letter in a professional format and feature correct grammar, spelling, and punctuation.

• Give a detailed explanation of how you meet the minimum qualifications for this position.

• Using a numbered format, explain how you demonstrate the above-mentioned core competencies. 

• Articulate concise, specific, and detailed explanations of how your work experience applies to core competencies listed above.

• Provide an estimated number of months and/or years of experience in regard to each core competency listed above. If you do not have experience in one or more of the areas, it is important that you state that clearly on your cover letter.

Generic cover letters that do not adhere to the requested format will not be considered as responsive.

EDUCATION To verify education being used to meet the required minimum qualifications, 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 being used to meet the minimum qualifications for a position and are required with each application. (Unofficial are okay, please ensure that the institution/URL name is listed on the transcripts). Transcripts can be attached at the time of application, provided at the time of interview or if not provided, transcripts will be required prior to appointment.
 
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.
 
WORK EXPERIENCE When using work experience not already documented in your application, please provide the employer's name, your job title, dates of employment, and whether full-or part-time. Applications will be reviewed to determine if the responses are supported, and minimum qualifications are clearly 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. A resume will not be used to determine that minimum qualifications have been met for the position in which you are applying.If you are 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 there are minimum qualifications that 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 in its entirety. Noting "see resume or CV" or any similar response on any portion of your application may lead to a determination your application is incomplete and removal from consideration for this job posting.
 
The State of Alaska does not provide VISA Employer sponsorships.

MULTIPLE VACANCIESThis recruitment may be used for more than one (1) vacancy. The applicant pool acquired during this recruitment may be used for future vacancies for up to ninety (90) days after this recruitment closes. Interested applicants are encouraged to apply to each recruitment notice to ensure consideration for all vacancies. APPLICATION NOTICEYou can ONLY apply for this position through the Workplace Alaska website or via hardcopy application. If you accessed this recruitment bulletin through a job search portal such as AlaskaJobs or any other database, you MUST use a Workplace Alaska online or hardcopy application to successfully apply. 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/ NOTICEQuestions regarding the application process can be directed to the Workplace Alaska hotline at 800-587-0430 (toll free) or (907) 465- 4095. If you choose to be contacted by email, please ensure your email address is correct on your application and that the spam filter will permit email from the 'govermentjobs.com' domains. For information on allowing emails from the 'governmentjobs.com' domains, visit the Lost Password Help page located athttps://www.governmentjobs.com/OnlineApplication/User/ResetPassword EEO STATEMENTThe State of Alaska complies with Title I of the Americans with Disabilities Act (ADA). Individuals with disabilities, who require accommodation, auxiliary aides or 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 & ASSISTANCEQuestions 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 located in the Juneau area. Requests for information may also be emailed to recruitment.services@alaska.gov.
 
For applicant password assistance please visit: https://www.governmentjobs.com/OnlineApplication/User/ResetPassword For specific information in reference to the position please contact the hiring manager at: 

Melissa Dumas

(907) 465-2572

melissa.dumas@alaska.gov