What are the responsibilities and job description for the Administrative Assistant (RFT) position at Matanuska-Susitna Borough?
Job Summary
This position is responsible for providing administrative and customer service support for assigned Borough operations.
Work is performed and duties are carried out in accordance with established policies, procedures, and Borough core values: Accountability, Customer Focus, Dedication, Integrity, Responsiveness and Teamwork
Pay Grade
G1 - G5 - DOE
Minimum Requirements
High School diploma or equivalent.
Three (3) years of experience in a similar position, sufficient to understand the major duties of the position. Experience directly related to the work performed in the assigned area is preferred. Relevant experience should include: customer service, office support, reception, data entry, or similar positions. Successful candidates will demonstrate strong communication and telephone skills, attention to detail, basic computer proficiency, reliability, and a willingness to learn new processes and procedures. The ability to courteously assist customers in person and over the phone, manage multiple tasks, and work effectively as part of a team is important.
Possession of a valid driver's license issued by the State of Alaska for the type of vehicle or equipment operated. If assigned driving duties/responsibilities, candidate must be at least 19 years of age with one (1) year of driving experience.
Possession of or ability to readily obtain voter registration in the Borough when assigned to the Clerk's Office.
Possession of or ability to obtain Notary Public Commission from the State of Alaska within six (6) months if required for assigned area.
Must successfully pass a pre-employment background check.
Completion of Incident Command System (ICS) courses, ICS 100 and IS 700, within ninety (90) days of hire.
Duties/Responsibilities
Health Insurance
The Borough offers group health insurance to all Regular employees scheduled to work 30 or more hours per week. The plan includes medical, prescription, audio and optional dental and vision benefits. Employees may decline any or all of these coverages. Coverage begins for the employee and family members the 1st of the month following date of employment. Family members include spouse and children under age 26. Beginning July 1, 2022, the amount charged to each employee, with a regular work week of 35 or more hours, will be based on which Tier you select and whether the optional vision/dental coverage is added. That amount will be divided between the first two paychecks of each month. The Borough will pay the remainder of the monthly costs. For employees working at least 30 hours but less than 40 hours a week, if the employee elects to be covered, the employee cost will also be based on the Tier selected and if the optional vision/dental coverage has been added.
Life & AD&D
All regular full time or part time employees will have life insurance coverage provided by the Borough of $50,000 on themselves, $2,000 on their spouse and $1,000 on each qualified child. The benefit for Accidental Death & Dismemberment on the employee is $50,000.
PERS Tier IV (applies to employees first entered into PERS service on or after July 1, 2006): Alaska Public Employees' Retirement System is mandatory with a contribution rate of 8%. The Borough portion is as follows: Defined Contribution Plan – 5%; Health Plan – 0.86%, Health Reimbursement Arrangement - $94.92 (per pay period), Occupational Death & Disability - 0.24%.
PERS Tier I, II, & III (applies to employees first entered into PERS service prior to July 1, 2006): Alaska Public Employees' Retirement System (PERS) is mandatory with a contribution rate of 6.75%. The Borough portion is 22%.
For further information, go to the state of Alaska's website at www.state.ak.us/drb.
Alaska Supplemental Benefits System
The Supplemental Benefits System (SBS) is in lieu of Social Security and is mandatory. An employee contributes at 6.13% of gross wages, matched by the Borough (6.13%), on the present wage base of $176,100.
SBS offers other various benefit options which are fully explained on their website at www.state.ak.us/drb.
Deferred Compensation Plan
The Borough offers a Deferred Compensation Plan to eligible employees. The maximum amount an employee may defer in any taxable year is 100% of taxable wages or $23,500, whichever is less. Employees over the age of 50 may contribute an additional $7,500 and ROTH $7,000.
Holidays
The Borough recognizes 11 paid holidays (plus 1 floating holiday). Regular employees with a regularly scheduled work week of less than forty (40) hours shall receive holiday pay on a pro-rated basis.
Personal Leave
Personal leave will begin accruing the first day employment, however, it will not be available until after the employee has completed three (3) months of service. Accrual rates are as follows:
0 through 1 years 6 Hours per pay period
1 through 2 years 6.93 Hours per pay period
3 through 5 years 8.77 Hours per pay period
6 through 10 years 9.7 Hours per pay period
11 years and longer 11.64 Hours per pay period
Regular employees with a regularly scheduled work week of less than forty (40) hours shall accrue leave on a pro-rated basis.
This position is responsible for providing administrative and customer service support for assigned Borough operations.
Work is performed and duties are carried out in accordance with established policies, procedures, and Borough core values: Accountability, Customer Focus, Dedication, Integrity, Responsiveness and Teamwork
Pay Grade
G1 - G5 - DOE
Minimum Requirements
High School diploma or equivalent.
Three (3) years of experience in a similar position, sufficient to understand the major duties of the position. Experience directly related to the work performed in the assigned area is preferred. Relevant experience should include: customer service, office support, reception, data entry, or similar positions. Successful candidates will demonstrate strong communication and telephone skills, attention to detail, basic computer proficiency, reliability, and a willingness to learn new processes and procedures. The ability to courteously assist customers in person and over the phone, manage multiple tasks, and work effectively as part of a team is important.
Possession of a valid driver's license issued by the State of Alaska for the type of vehicle or equipment operated. If assigned driving duties/responsibilities, candidate must be at least 19 years of age with one (1) year of driving experience.
Possession of or ability to readily obtain voter registration in the Borough when assigned to the Clerk's Office.
Possession of or ability to obtain Notary Public Commission from the State of Alaska within six (6) months if required for assigned area.
Must successfully pass a pre-employment background check.
Completion of Incident Command System (ICS) courses, ICS 100 and IS 700, within ninety (90) days of hire.
Duties/Responsibilities
- Accounts Receivable: Collects monies for fees; prepares bank deposits; balances monies.
- Calendar: Maintains appointment and event calendars.
- Correspondence: Creates, composes, edits, produces and/or distributes varied correspondence, reports, meeting minutes and other materials, from machine or oral dictation, drafts, or general instructions; obtains, organizes, and plans suitable presentation of content; reviews work for format consistency, grammatical construction and typographical accuracy; presents finished materials for review, or distributes.
- Customer Service: Manages customer situations; responds promptly to customer needs; solicits customer feedback to improve service; responds to requests for service and assistance; meets commitments.
- Data Entry: Inputs data into computer data base systems; retrieves, verifies, and corrects information from the computer system.
- Mail: Opens incoming mail and sorts into convenient categories for review; attaches related material when appropriate; prepares some replies independently.
- Meetings: Obtains, compiles, and presents in suitable form a variety of materials related to the work unit, board, committee, or commission; prepares meeting agendas and assembles packets of materials; records and prepares meeting minutes. Acts as the work unit secretary for internal meetings.
- Phones: Screens telephone and personal callers; determines which matters can be handled independently; refers some to the appropriate office or person to handle; responds to inquiries without advice or direction; maintains appointment calendar.
- Process Invoices/Billing: Prepares and processes invoices, documents, purchase orders, contracts, and bills for payment. Prepares purchasing requests, codes letters of authorization and invoices, bills for cost recovery and other services, and processes claims for reimbursement. Maintains and updates internal budget tracking data to include budgeted amounts, costs to date, and other specific information as needed.
- Records: Establishes and maintains files, records, and other information sources related to work; keeps suspense file on recurring and other scheduled requirements for replies and reports. Review files, records, and other documents to obtain information to respond to public record requests. May be Record Coordinator for work unit or division.
- Supplies: Controls, monitors and maintains departmental supplies, inclusive of preparation of related purchase requisitions and disbursement forms for all equipment and supplies as well as receipt of the material; matches purchase orders with shipments.
- Tracking: Gathers or searches for information from various documents; records information; makes adjustments or corrections; compares or verifies information; compiles data from source documents; computes numerical data.
- Travel: Makes arrangements and coordinates travel schedules and reservations for meetings, training, and travel away from main work site for personnel; may assess several alternatives which involve minor research.
- Website: May provide website design and updates to the work unit and/or division webpage.
- Work Unit Liaison: Provides liaison with work unit contacts within and outside the organization; obtains and disseminates information; conveys directions to work unit staff.
- Performs related work as required.
Health Insurance
The Borough offers group health insurance to all Regular employees scheduled to work 30 or more hours per week. The plan includes medical, prescription, audio and optional dental and vision benefits. Employees may decline any or all of these coverages. Coverage begins for the employee and family members the 1st of the month following date of employment. Family members include spouse and children under age 26. Beginning July 1, 2022, the amount charged to each employee, with a regular work week of 35 or more hours, will be based on which Tier you select and whether the optional vision/dental coverage is added. That amount will be divided between the first two paychecks of each month. The Borough will pay the remainder of the monthly costs. For employees working at least 30 hours but less than 40 hours a week, if the employee elects to be covered, the employee cost will also be based on the Tier selected and if the optional vision/dental coverage has been added.
Life & AD&D
All regular full time or part time employees will have life insurance coverage provided by the Borough of $50,000 on themselves, $2,000 on their spouse and $1,000 on each qualified child. The benefit for Accidental Death & Dismemberment on the employee is $50,000.
- Employees may purchase additional life insurance through the State of Alaska Supplemental Benefits System.
PERS Tier IV (applies to employees first entered into PERS service on or after July 1, 2006): Alaska Public Employees' Retirement System is mandatory with a contribution rate of 8%. The Borough portion is as follows: Defined Contribution Plan – 5%; Health Plan – 0.86%, Health Reimbursement Arrangement - $94.92 (per pay period), Occupational Death & Disability - 0.24%.
PERS Tier I, II, & III (applies to employees first entered into PERS service prior to July 1, 2006): Alaska Public Employees' Retirement System (PERS) is mandatory with a contribution rate of 6.75%. The Borough portion is 22%.
For further information, go to the state of Alaska's website at www.state.ak.us/drb.
Alaska Supplemental Benefits System
The Supplemental Benefits System (SBS) is in lieu of Social Security and is mandatory. An employee contributes at 6.13% of gross wages, matched by the Borough (6.13%), on the present wage base of $176,100.
SBS offers other various benefit options which are fully explained on their website at www.state.ak.us/drb.
Deferred Compensation Plan
The Borough offers a Deferred Compensation Plan to eligible employees. The maximum amount an employee may defer in any taxable year is 100% of taxable wages or $23,500, whichever is less. Employees over the age of 50 may contribute an additional $7,500 and ROTH $7,000.
Holidays
The Borough recognizes 11 paid holidays (plus 1 floating holiday). Regular employees with a regularly scheduled work week of less than forty (40) hours shall receive holiday pay on a pro-rated basis.
Personal Leave
Personal leave will begin accruing the first day employment, however, it will not be available until after the employee has completed three (3) months of service. Accrual rates are as follows:
0 through 1 years 6 Hours per pay period
1 through 2 years 6.93 Hours per pay period
3 through 5 years 8.77 Hours per pay period
6 through 10 years 9.7 Hours per pay period
11 years and longer 11.64 Hours per pay period
Regular employees with a regularly scheduled work week of less than forty (40) hours shall accrue leave on a pro-rated basis.
Salary : $95