Administrative Assistant (Thousand Hour)

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.

Please Note: The anticipated schedule for this position is 9am - 2pm, Monday - Friday

Pay Grade

G1 - 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 Includes: data entry, organization of supplies and paperwork, attention to detail , warehouse or other logistical experience.

Possession of a valid driver’s license issued by the State of Alaska for the type of vehicle or equipment operated. 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, drug test and have an acceptable driving record.

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.
  
  

Temporary and Thousand Hour (1000) employees for the Mat-Su Borough do not receive a benefits package. Following is a brief description of the only benefit provided to this class of employee.

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.

01

Do you understand that this application is for a Part Time, year-round position with a maximum of 29.9hr/week and 1000 hrs/year?

02

This position requires driving, and a driving record will be reviewed as part of the hiring process. To be eligible for hire, applicants shall NOT have pled guilty or no contest, or been adjudicated to have committed or attempted to commit the following in the last 3 years: a. One or more Type A Violations b. Two or more Type B Violations c. Three or more Type C Violations d. One Type B and two Type C Violations Type A Includes, but not limited to: Driving while intoxicated (DWI, DUI, OUI); refusing a substance test; reckless driving; manslaughter; hit and run; eluding police; any vehicular felony; drag racing; and, driving with a suspended license. Type B Includes all vehicle accidents where the individual is at fault. Type C Includes all moving violations not listed in Type A or Type B such as speeding, improper lane change, failure to yield, and running stoplights or signs. Type D Includes non-moving violations such as illegal parking, equipment violations, obstructing traffic, failure to display registration or driver’s license Please confirm your driving record meets the required criteria. ( ) Yes ( ) No

03

The Borough has set minimum standards of character to ensure that individual members of the Borough’s workforce do not pose an unacceptable risk to the public. As such, a background check will be completed as part of the hiring process. Confirm you understand a background check will be completed and do not have crimes that would preclude you from employment.

04

Candidates are required to list three current references that will be contacted as part of the application process. Please list them here :

• Name, phone, email, relationship.
  
  

05

Confirm that you have contacted your references and let them know to expect a phone call or email from a representative of Mat-Su Borough EMS on your behalf.

06

What motivated you to apply for an Administrative Assistant position with Mat-Su Borough EMS- Logistics Division?

• Required Question