What are the responsibilities and job description for the EXECUTIVE ADMINISTRATIVE ASSISTANT (Administrative Assistant) - Range 20 / EXE position at Municipality of Anchorage?
Job Information
Open to the general public and any current Municipal employee.
This is an executive position (no union affiliation) and serves at the pleasure of the Municipal Clerk of the Municipality of Anchorage.
DEPARTMENT: Municipal Clerk's Office
HOURS OF WORK: Monday - Friday, 08:00 AM - 5:00 PM
LOCATION: 632 W. 6th Ave, Ste. 250
To be considered for employment, applicants must be legally authorized to work and accept employment in the United States. The Municipality of Anchorage is not able to provide any type of sponsorship, including Student Visas and Employment Visas, under any circumstances.
Example of Duties
The primary purpose of the position, under direction of the Deputy Clerk, is providing a full range of administrative and clerical duties to the Municipal Clerk's Office, Agenda Team, and the Assembly. Key duties include coordinating and drafting Assembly Informational Memoranda, assisting with Community Council correspondence and bylaws, preparing Assembly and Board and Commissions calendars, updating Legislative Branch contact sheets, and monitoring the Clerk’s Office general email inbox. The role staffs the front desk to greet and assist the public, respond to general inquiries, route calls and visitors, and process mail and Clerk’s Office forms. The specialist also assists with preparing and archiving meeting minutes in accordance with AMC 2.30.010.A, recording actions during meetings, setting up Assembly Chambers, maintaining supplies and supporting public inquiries and document distribution at meetings. The position provides ongoing administrative and logistical support to the Assembly, its members, and the Municipal Clerk, including coordinating catering, processing travel authorizations and reimbursements, and assisting with accounts payable tasks. Cross training is required to ensure coverage within the Clerk’s Office and perform essential tasks in a timely manner.
Minimum Qualifications / Substitutions / Preferences
High school diploma, GED or equivalent and four (4) years of experience in office clerical and/or administrative work.
OR
Associate’s degree in Accounting, Business Administration, Computer Information Systems, Finance or similar discipline and two (2) years of experience in office clerical and/or administrative work.
OR
Bachelor’s degree in Accounting, Business Administration, Computer Information Systems, Finance or similar discipline and experience in office clerical and/or administrative work.
Registered voter in Anchorage - all of the Municipal Clerk's Office staff are considered election officials under AMC 28.10.040; election officials must be registered voters in Anchorage pursuant to AMC 28.50.010E.
State of Alaska Notary Public within three (3) months of hire.
Preferences
Progress towards International Association of Municipal Clerk (IIMC) Certification
Instructions To Applicants
The Municipality of Anchorage participates in the U.S. Department of Homeland Security E-verify Program. For more information, please go to http://www.uscis.gov/E-verify.E-Verify® is a registered trademark of the U.S. Department of Homeland Security.
If selected for hire, the appointment in this position will be conditional based upon a satisfactory Municipal Employment Office conducted background check. A background check encompasses criminal history, verifying education, and verifying dates of employment.
All required certifications and licenses must remain current for the duration of employment.
Military Service Interview Preference
Veterans who wish to be considered for interview preference, as permitted in Municipal Personnel Rules 3.30.031 D, must attach to the application a copy of their DD Form 214, DD Form 256, NGB Form 22, or a letter from the US Department of Veterans Affairs, recognizing the person as a veteran. The attached documentation must show an honorable discharge or general (under honorable conditions) discharge. The minimum qualifications of the position must be met for preference consideration.
Individuals currently serving as a member in good standing in the National Guard or the organized military reserves who wish to be considered for interview preference, as permitted in Municipal Personnel Rules 3.30.031 D, must attach proof of current service to the application. Proof of current service can be shown by submission of a statement of service which, at a minimum, shows the full name, date of birth, Social Security Number, date service began, branch of service, rank, name of command providing the information, and unit of assignment. The statement of service must be on a form or letterhead of the individual’s command organization, and shows the name, signature, title, and contact information of the signer providing the statement of service. The minimum qualifications of the position must be met for preference consideration.
The Municipality of Anchorage is an Employer of National Service. Please be sure to include any volunteer work with AmeriCorps, Peace Corps, or other national service programs on your application in the work history portion.
Application Process
Once an applicant selects on the "Apply" link underneath the header section of a vacancy announcement, they will be directed to the www.GovernmentJobs.comwebsite to log into their existing account (or to create an account) of their application profile. Applicants will create or review their profile, make any updates necessary, and submit their application from their personal account.
NOTE: The GovernmentJobs website and applicant's profile accounts are not administered by the Municipality of Anchorage. For technical assistance or customer service regarding an account profile, applicants may contact the GovernmentJobs customer support line at 1-855-524-5627.
For general questions regarding Municipal vacancy announcements or the employment process with the Municipality of Anchorage, applicants may contact the Employee Relations Department at 907-343-4442 during regular business hours of Monday through Friday, 8:00 am to 5:00 pm, Alaska Standard Time.
The MOA is an EO and AA Employer and complies with Title I of the ADA.
For information regarding requests for reasonable accommodations related to employment under the Americans with Disabilities Act, please contact the Municipality of Anchorage ADA Coordinator at 907-343-4571.
The Municipality of Anchorage (MOA) offers a competitive benefits package to eligible employees that may include:
Health / Medical Benefits
01
In order to be considered, applicants must provide accurate and complete education and work history information in its entirety. The referenced information listed on the online application will be used to determine the applicant's qualifications toward meeting the minimum requirements for the position (e.g., if you list that you have 6 years of experience in a certain field, that experience must be easily identifiable on the 'Work Experience' section of your application).
Attaching a resume is not an alternative to filling out the application in its entirety. Noting "see resume" or any similar comment on any portion of your application may lead to you being disqualified for the position.
If the experience you reference in the below questions is not clearly included and described in your Work History section, your application will be considered not qualified for this position and you may be removed from consideration.
Do you understand, in order to be considered for this position, accurate and complete education and work history information must be provided?
Are you legally authorized to work and accept employment in the United States without the requirement of a sponsorship from an employer?
Which of the following best describes your level of completed education as it relates to this position?
How many years of experience do you have in office clerical and/or administrative work?
Are you registered to vote in the State of Alaska?
Are you a State of Alaska Notary Public OR have the ability to obtain within three (3) months of hire?
Are you currently making progress towards obtaining an International Association of Municipal Clerk (IIMC) Certification?
Open to the general public and any current Municipal employee.
This is an executive position (no union affiliation) and serves at the pleasure of the Municipal Clerk of the Municipality of Anchorage.
DEPARTMENT: Municipal Clerk's Office
HOURS OF WORK: Monday - Friday, 08:00 AM - 5:00 PM
LOCATION: 632 W. 6th Ave, Ste. 250
To be considered for employment, applicants must be legally authorized to work and accept employment in the United States. The Municipality of Anchorage is not able to provide any type of sponsorship, including Student Visas and Employment Visas, under any circumstances.
Example of Duties
The primary purpose of the position, under direction of the Deputy Clerk, is providing a full range of administrative and clerical duties to the Municipal Clerk's Office, Agenda Team, and the Assembly. Key duties include coordinating and drafting Assembly Informational Memoranda, assisting with Community Council correspondence and bylaws, preparing Assembly and Board and Commissions calendars, updating Legislative Branch contact sheets, and monitoring the Clerk’s Office general email inbox. The role staffs the front desk to greet and assist the public, respond to general inquiries, route calls and visitors, and process mail and Clerk’s Office forms. The specialist also assists with preparing and archiving meeting minutes in accordance with AMC 2.30.010.A, recording actions during meetings, setting up Assembly Chambers, maintaining supplies and supporting public inquiries and document distribution at meetings. The position provides ongoing administrative and logistical support to the Assembly, its members, and the Municipal Clerk, including coordinating catering, processing travel authorizations and reimbursements, and assisting with accounts payable tasks. Cross training is required to ensure coverage within the Clerk’s Office and perform essential tasks in a timely manner.
Minimum Qualifications / Substitutions / Preferences
High school diploma, GED or equivalent and four (4) years of experience in office clerical and/or administrative work.
OR
Associate’s degree in Accounting, Business Administration, Computer Information Systems, Finance or similar discipline and two (2) years of experience in office clerical and/or administrative work.
OR
Bachelor’s degree in Accounting, Business Administration, Computer Information Systems, Finance or similar discipline and experience in office clerical and/or administrative work.
Registered voter in Anchorage - all of the Municipal Clerk's Office staff are considered election officials under AMC 28.10.040; election officials must be registered voters in Anchorage pursuant to AMC 28.50.010E.
State of Alaska Notary Public within three (3) months of hire.
Preferences
Progress towards International Association of Municipal Clerk (IIMC) Certification
Instructions To Applicants
- Submit a cover letter summarizing your qualifications for this position.
- Submit a comprehensive resume of your work history.
- Submit contact information for three professional references.
- Submit copy of transcripts for highest degree awarded or diploma
- If you referenced any certifications or licenses on your resume, submit evidence.
- If active military service is on your resume, submit a DD Form 214.
- Submit a current copy of your driver's license (front & back)
The Municipality of Anchorage participates in the U.S. Department of Homeland Security E-verify Program. For more information, please go to http://www.uscis.gov/E-verify.E-Verify® is a registered trademark of the U.S. Department of Homeland Security.
If selected for hire, the appointment in this position will be conditional based upon a satisfactory Municipal Employment Office conducted background check. A background check encompasses criminal history, verifying education, and verifying dates of employment.
All required certifications and licenses must remain current for the duration of employment.
Military Service Interview Preference
Veterans who wish to be considered for interview preference, as permitted in Municipal Personnel Rules 3.30.031 D, must attach to the application a copy of their DD Form 214, DD Form 256, NGB Form 22, or a letter from the US Department of Veterans Affairs, recognizing the person as a veteran. The attached documentation must show an honorable discharge or general (under honorable conditions) discharge. The minimum qualifications of the position must be met for preference consideration.
Individuals currently serving as a member in good standing in the National Guard or the organized military reserves who wish to be considered for interview preference, as permitted in Municipal Personnel Rules 3.30.031 D, must attach proof of current service to the application. Proof of current service can be shown by submission of a statement of service which, at a minimum, shows the full name, date of birth, Social Security Number, date service began, branch of service, rank, name of command providing the information, and unit of assignment. The statement of service must be on a form or letterhead of the individual’s command organization, and shows the name, signature, title, and contact information of the signer providing the statement of service. The minimum qualifications of the position must be met for preference consideration.
The Municipality of Anchorage is an Employer of National Service. Please be sure to include any volunteer work with AmeriCorps, Peace Corps, or other national service programs on your application in the work history portion.
Application Process
Once an applicant selects on the "Apply" link underneath the header section of a vacancy announcement, they will be directed to the www.GovernmentJobs.comwebsite to log into their existing account (or to create an account) of their application profile. Applicants will create or review their profile, make any updates necessary, and submit their application from their personal account.
NOTE: The GovernmentJobs website and applicant's profile accounts are not administered by the Municipality of Anchorage. For technical assistance or customer service regarding an account profile, applicants may contact the GovernmentJobs customer support line at 1-855-524-5627.
For general questions regarding Municipal vacancy announcements or the employment process with the Municipality of Anchorage, applicants may contact the Employee Relations Department at 907-343-4442 during regular business hours of Monday through Friday, 8:00 am to 5:00 pm, Alaska Standard Time.
The MOA is an EO and AA Employer and complies with Title I of the ADA.
For information regarding requests for reasonable accommodations related to employment under the Americans with Disabilities Act, please contact the Municipality of Anchorage ADA Coordinator at 907-343-4571.
The Municipality of Anchorage (MOA) offers a competitive benefits package to eligible employees that may include:
Health / Medical Benefits
- Medical/Dental/Vision/Audio
- Life Insurance
- Dependent Life Insurance
- Short Term Disability
- Long Term Disability
- Flexible Spending Accounts – Health and Dependent Care
- Health Savings Accounts
- State of Alaska Public Employee Retirement System (PERS) Program
- 401(k) and 457 Savings Plans
- Employee Assistance Program
- Paid Leave Plan
- 13 Paid Holidays
01
In order to be considered, applicants must provide accurate and complete education and work history information in its entirety. The referenced information listed on the online application will be used to determine the applicant's qualifications toward meeting the minimum requirements for the position (e.g., if you list that you have 6 years of experience in a certain field, that experience must be easily identifiable on the 'Work Experience' section of your application).
Attaching a resume is not an alternative to filling out the application in its entirety. Noting "see resume" or any similar comment on any portion of your application may lead to you being disqualified for the position.
If the experience you reference in the below questions is not clearly included and described in your Work History section, your application will be considered not qualified for this position and you may be removed from consideration.
Do you understand, in order to be considered for this position, accurate and complete education and work history information must be provided?
- Yes
- No
Are you legally authorized to work and accept employment in the United States without the requirement of a sponsorship from an employer?
- Yes
- No
Which of the following best describes your level of completed education as it relates to this position?
- None / less than High School
- High School Diploma / GED / Equivalent
- Associate’s degree in Accounting, Business Administration, Computer Information Systems, Finance or similar discipline
- Associate's degree in a different field
- Bachelor’s degree or higher in Accounting, Business Administration, Computer Information Systems, Finance or similar discipline
- Bachelor's degree or higher in a different field
How many years of experience do you have in office clerical and/or administrative work?
- None
- Less than 1 year
- 1 year to less than 2 years
- 2 years to less than 4 years
- 4 years or more
Are you registered to vote in the State of Alaska?
- Yes
- No
Are you a State of Alaska Notary Public OR have the ability to obtain within three (3) months of hire?
- Yes
- No
Are you currently making progress towards obtaining an International Association of Municipal Clerk (IIMC) Certification?
- Yes
- No
- Required Question