Administrative Assistant

Administrative Assistant

The City & Borough of Juneau is looking to fill a Full-Time Administrative Assistant position in the Department of Administration!

This position supports all administrative functions within the Administration Department and the Information Technology (IT) Division, specifically under the supervision of the Manager's Office Administrative Officer, and the direction of the IT Director or, in their absence, the Operations Manager.

WHO WE ARE LOOKING FOR

Our ideal candidate for this position will have the following characteristics:

• Excellent written communication and editing skills
• Proficient with Microsoft Office suite of tools (Word, Excel, Publisher)
• Significant level of comfort using technology, including a desire to learn new technology
• Ability to work with a team, as well as independently
• Ability to multitask
• Positive attitude
• Strong problem solving and customer service skills
• Ability to organize and prioritize assigned tasks
• Consistent, timely, and conscientious

WHAT IS IT LIKE TO WORK IN OUR DEPARTMENT

Information Technology (IT) is the primary technology support center for the CBJ. This division manages a vast range of technology throughout the CBJ. Technology is central to all business communications today, so a workday in IT is steady, challenging, and very satisfying. Members of the IT division work to resolve or guide our users through technology solutions.

THE BENEFITS OF JOINING OUR TEAM

In this position you will receive a competitive salary package that includes the opportunity for regular pay increases, 13 paid holidays a year, an excellent health insurance program that includes medical, dental, vision and orthodontia care options, paid leave and retirement credit through PERS (Public Employees' Retirement System).

We value the health and well-being of our employees. The CBJ provides free parking, paid time off for parent teacher conferences, the ability to participate in a robust wellness program that includes discounts to CBJ recreational centers and local fitness programs, free bi-annual health screenings, free flu shots, free classes, challenges and webinars on healthy living to assist you with achieving work/life balance.

WORKING HOURS AND LOCATION

This position works (Monday through Friday) 8am – 4:30pm. Your office would be located in downtown Juneau in City Hall.

Typical responsibilities include the following:

• Compile, draft, edit, format, and produce documents such as letters, memos, reports, forms, and charts, as assigned by the Director or Admin Officer.
• Provide immediate clerical support to the Director of IT and secondary support to the Operations Manager in the coordination of meetings, delivery of critical information and organizational notifications, budget related documentation, budget development processing, and invoice and payment processing.
• Provide backup clerical support to the Administrative Department under the supervision of the Manager's Office Admin Officer.
• Represent CBJ and the IT department in face-to-face encounters with the public and technology users and when answering phone calls, with a positive and pleasant demeanor.
• Route support requests efficiently and to the appropriate location.
• Assist with user account creation, modification, and separation.
• Act as the primary point of contact for general personnel action requests, including tasks associated with recruitment.
• Work with director to track and manage the division budget activity, including timely payments, accurate tracking, and appropriate archiving of vendor contracts.
• Act as a travel officer for the department, making travel arrangements and reconciling travel expenses per policy.
• Reconcile and track all departmental credit card transactions.

Minimum Qualifications

Education: High School graduation or the equivalent.

Experience: Six (6) months of clerical experience. This work is equivalent to an Office Assistant with the City & Borough of Juneau or equivalent elsewhere.

SUBSTITUTION: Post-secondary or vocational training may be substituted for the required experience on the basis of: three (3) semester or four (4) 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.)

Other: Some positions (see position description) may require a valid Drivers' license at time of appointment and for continued employment.