Administrative Assistant 2

Administrative Assistant 2 PositionThe Department of Corrections, Division of Institutions, is recruiting for an Administrative Assistant 2 position for the Ketchikan Correctional Center located in Ketchikan, Alaska. What you will be doing includes:Review, code and process all invoices and accounts payable.Calculate and enter semi-monthly and bi-weekly payrolls.Coordinate and arrange all staff and inmate travel.Review, approve and purchase inmate commissary items.Act as Hiring Manager for all job posting in the Neogov/Workplace Alaska systems.Our mission, values, and culture:The Division of Institutions mission is to promote public safety. You will be a valuable member of a small team who accomplishes all administrative functions for the correctional center.The benefits of joining our team:As a State of Alaska employee, you will have health benefits (medical/dental/vision), employer provided life insurance with additional coverage available, and short term and long term disability options. Paid sick leave, vacation days and holidays. Leave accrual rates go up with numbers of years of service, the State offers retirement, Annunity and Deferred Compensation plans.The working environment you can expect:You will work in the administrative offices of the Ketchikan Correctional Center. Every day you will be utilizing computer programs, answering phones, and working with the public as well as inmates.Who we are looking for:We are interested in candidates who possess some or all of the following position specific competencies:Adaptability: adjusts planned work by gathering relevant information and applying critical thinking to address multiple demands and competing priorities in a changing environment.Attention to Detail: Is thorough when performing work and conscientious about attending to detail.Oral and Written Communication: Expresses information (for example, ideas or facts) to individuals or groups effectively, taking into account the audience and nature of the information (for example, technical, sensitive, controversial); makes clear and convincing oral and written presentations; listens to others, attends to nonverbal cues, and responds appropriately.Minimum QualificationsSix months 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 One year of advanced-level clerical experience. This experience includes work such as Office Assistant 2, Accounting Clerk, and similar classes with the State of Alaska or the equivalent with another employer. OR One year of post-secondary education from an accredited college (32 semester hours or 48 quarter hours equals 1 year) OR One year of any combination of post-secondary education, vocational education, and/or advanced-level clerical experience. (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.)Special Note: 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.Examples of advanced clerical experience include:Reviewing complex or questionable applications or documents and searching files and regulations to determine accuracy of information to clarify applicant status; using judgment in applying criteria, rules, regulations, and policies; providing information to organizational unit staff on administrative processes and procedures; tracking expenditures; and completing necessary administrative paperwork according to regulations.Composing letters and memoranda; completing and reviewing forms for completeness and accuracy using readily available information from multiple sources and established guidelines and procedures. Examples of such tasks include time sheets, appointment paperwork, or required drug testing notifications for employees in positions requiring possession of a valid Commercial Driver's License (CDL).Additional Required InformationPREA NOTIFICATION: The Department of Corrections follows and maintains federal and state requirements standards including, but not limited to, Prison Rape Elimination Act (PREA) standards which apply to all public and private institutions that house adult or juvenile offenders. PREA standards preclude the department from hiring or promoting anyone who has engaged in, or been convicted of any conduct which would violate PREA standards related to sexual assault including:Sexual abuse in a prison, jail, lockup, community confinement facility, juvenile facility, or other institutions.Convicted of engaging or attempting to engage in sexual activity in the community facilitated by force, overt or implied threats of force, or coercion, or if the victim did not consent or was unable to consent or refuse; orHas been civilly or administratively adjudicated to have engaged in the activity described above.EDUCATION: If post-secondary education is required to meet the 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 if used to meet the minimum qualifications for a position. Transcripts can be attached at the time of application or provided at the time of interview.LEGAL EMPLOYMENT: The State's online recruitment system, Workplace Alaska, requires applicants to certify that they have a legal right to accept employment in the United States. It is the responsibility of the employee to maintain the appropriate documentation to accept or continue legal employment. The State of Alaska does not function in the role as an employer sponsor.SPECIAL INSTRUCTIONS FOR FOREIGN EDUCATION: Education completed in foreign colleges or universities may be used to meet the minimum qualifications listed above. If utilizing this education, you must show that the education credentials have been submitted to a private organization that specializes in the 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. post-secondary institution 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 post-secondary institution. It is your responsibility to provide such evidence when applying.WORK EXPERIENCE: If using work experience not already documented in your application, also provide the employer 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. If they are not, the applicant may not advance to the interview and selection phase of the recruitment.CRIMINAL HISTORY CHECKS/APSIN/ACOMS: Please be aware – this position requires the use of the Alaska Public Safety Information Network (APSIN). A security clearance issued by the Department of Public Safety (DPS) is necessary to use APSIN. DPS will deny security clearance for any applicant who has been convicted of a felony or misdemeanor in this state or another jurisdiction, or who may be a fugitive from justice. Additionally, security clearance will be withdrawn if DPS discovers that material information was falsified or omitted at the time of the initial application for security clearance.FINGERPRINT NOTICE: All Department of Corrections employees are required to be fingerprinted. The successful candidate must pass a criminal history check.DRIVER'S LICENSE REQUIREMENT: Applicants must possess a valid driver's license. Proof of licensure will be required prior to reporting to duty.EEO STATEMENT: The 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 View phone number on click.appcast.io or 465-4095 in Juneau or View phone number on click.appcast.io (TTY) or correspond with the Division of Personnel & Labor Relations at: P. O. Box 110201, Juneau, AK 99811-0201. The