Administrative Assistant 3

Job Title

This Individual Position is Exempt from the Hiring Freeze. Qualified Applicants are Encouraged To Apply.

Welcome to the Department of Health! We'd be delighted to have you join our team. If you envision yourself in this role and are ready to start an exciting career with us, apply today! This position is open to Alaskan Residents only. Please check out the residency definition to determine if you qualify.

What you will be doing: In this position, you will play an important leadership role within the Section of Epidemiology by overseeing and providing administrative support for operations within the Central Services Unit, including the Infectious Disease team. You will supervise and coordinate key administrative functions including scheduling, travel, procurement, invoice processing and reconciliation, records management, resource tracking, and general operational support. You will work closely with administrative and program staff in a collaborative environment, providing guidance, coordinating priorities, and helping ensure efficient and responsive operations. Your work will directly support statewide infectious disease prevention and response efforts.

Our organization, mission, and culture: The Section of Epidemiology is dedicated to protecting and improving the health of Alaskans through timely, data-driven action on infectious diseases and environmental health hazards. We value collaboration, public service, and strong partnerships with Tribal, local, state, and federal partners to support effective public health prevention and response across the state. As part of this team, you will contribute to a supportive and mission-driven environment where administrative excellence helps ensure programs can deliver critical public health services to communities throughout Alaska. The benefits of joining our team:

Joining our team gives you the opportunity to support critical public health work that helps protect Alaskans from infectious diseases. You will work with a collaborative team of public health professionals who value accuracy, coordination, and service to the community. The State of Alaska offers various benefits, such as paid time off, paid holidays, comprehensive health insurance, and retirement benefits. This role also provides opportunities for professional development and advancement within. Your work will directly support programs that improve patient safety and public health outcomes across the state. The working environment you can expect:

Your new workspace is an office setting in the Frontier Building, boasting stunning views of the Chugach and Alaska Mountain Ranges. Our Midtown location makes it easy to find lunch options, whether you drive, walk, or bike. The Frontier Building also offers ample free-covered parking, onsite vending machines, excellent building security, and a formal walking track on the top floor of the parking garage. Who we are looking for: The ideal candidate will possess some or all of the following position-specific competencies in addition to the minimum qualifications listed below:

• Attention to Detail: Is thorough when performing work and conscientious about attending to detail.
• Computer Skills: Uses computers, software applications, databases, and automated systems to accomplish work
• Customer Service: Works with clients and customers (that is, any individuals who use or receive the services or products that your work unit produces, including the general public, individuals who work in the agency, other agencies, or organizations outside the Government) to assess their needs, provide information or assistance, resolve their problems, or satisfy their expectations; knows about available products and services; is committed to providing quality products and services
• Problem Solving: Identifies problems; determines accuracy and relevance of information; uses sound judgment to generate and evaluate alternatives, and to make recommendations.
• Human Capital Management: Builds and manages workforce based on organizational goals, budget considerations, and staffing needs. Ensures that employees are appropriately recruited, selected, appraised, and rewarded; takes action to address performance problems. Manages a multi-sector workforce and a variety of work situations

Minimum Qualifications: One year of experience performing journey-level technical duties in one or more administrative functional areas such as human resources, accounting, administration, and procurement. This experience includes work such as Administrative Assistant 2, Accounting Technician 2, Human Resource Technician 2, and similar classes with the State of Alaska or the equivalent with another employer. OR Two years of post-secondary education from an accredited college (32 semester hours or 48 quarter hours equals 1 year). OR Two years 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 Two years of any combination of post-secondary education, vocational education, and/or entry-level technical experience in one or more administrative functional areas such as human resources, accounting, administration, and procurement. (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.) The required 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.

Special Note: Examples of journey-level technical duties include: -Calculating or auditing timesheets, including a variety of standard premium pays such as overtime, shift differentials, hazard, recall, and standby; reviewing and correcting calculations and coding completed by other staff; coordinating the notification of employees and supervisors of entitlements and obligations. -Determining which of several accounts, journals, and ledgers are affected by a transaction and certifying entry or adjustment; and reconciling subsidiary account balance with control ledgers--for example, encumbrance, accounts receivable balance, project balance, and authorized balance. -Purchasing supplies, materials, and equipment through vendors on the open market, contract awards and/or other standard forms of purchasing; preparing and processing documents in the receipt, issuing, and transferring of goods; expediting the flow of goods from vendor to user. 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.

Additional Required Information: At the time of the interview, please provide the following:

1. Three (3) professional references, whom we may contact by phone, are required. One (1) of these references must be your current or most recent supervisor, if not already provided in the application.
2. Current performance evaluation, if available.
3. A copy of academic transcripts (unofficial is okay; please ensure that the institution name/URL is listed on the transcripts) is used to verify that you meet the minimum qualifications.

Please read the information below carefully. This applies to your application submission.

EDUCATION To verify education is being used to meet and/or support the required minimum qualifications/competencies, 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 used to meet or support the minimum qualifications/competencies for a position and are required with each application. (Unofficial is okay; please ensure the institution/URL name is listed on the transcripts). Transcripts can be attached at the time of application or provided at the time of interview; if not, transcripts will be required before employment.

SPECIAL INSTRUCTIONS FOR FOREIGN EDUCATION If education is completed in a foreign college or university, it may be used to meet the above requirements, if applicable. 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. state university 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 state university. It is your responsibility to provide such evidence when applying. The omission of the required documentation listed will result in an incomplete application, and you will not receive further consideration.

WORK EXPERIENCE When using work experience not documented in your application, please provide the employer's name, job title, employment dates, and whether you worked full-time or part-time Applications will be reviewed to determine if the responses are supported and if minimum qualifications are met Work experience needed to meet the minimum qualifications must be documented in the application If the application does not support minimum qualifications, the applicant may not advance to the interview and selection phase of the recruitment A resume will not be used to determine that minimum qualifications have been met for the position you are applying for