Job Description This position is open to Alaska Residents only. The Department of Commerce, Community, and Economic Development, Division of Corporations, Business & Professional Licensing, is recruiting for an Administrative Assistant 3 located in Juneau! What you will be doing: The Alaska Division of Corporations, Business, and Professional Licensing (CBPL) is looking for an Administrative Assistant 3. This position will work with the administrative operations manager, director, and deputy director to help keep things organized and manage the Juneau Administrative Team. We're looking for someone with good organization and communication skills who's self-motivated and hard working. However, this position has a lot of flexibility to amend based on your strengths and career goals. The incumbent provides support to the CBPL office by managing workflow of top management personnel including assisting with email management, answering phone calls, and managing office administrative personnel; tracking legislation and other projects; analyzing, reviewing, creating, and implementing processes as needed; ensuring requirements for public processes are followed; and acting as a central point for internal questions from CBPL staff. In addition, this position engages in public communication, regularly responding to inquiries from the public in person, over e-mail, or telephone, and works on special projects requiring research and compilation of data and information on a variety of topics. This position reports to the Administrative Operations Manager and provides special project assistance as needed. This position offers the perfect combination of standard duties and responsibilities you'll complete regularly, as well as differing projects and priorities based on what's going on with the division -- so you'll never be bored! This position has great opportunities to build skills for advancement to higher level positions within the division. Our organization, mission and culture: The mission of the Division of Corporations, Business and Professional Licensing is to inspire public confidence through balanced regulation of competent professional and business services. Our dynamic organization administers more than 45 licensing programs and assists 21 licensing boards in fulfilling our mission. Our daily focus is on licensing to ensure Alaska's professionals can get to work safely and quickly. We prize teamwork, flexibility, and positivity. To learn more about our agency, please visit our website: https://www.commerce.alaska.gov/web/cbpl The benefits of joining our team: We foster personal growth, independent work, and professional judgement. Our office offers a fast-paced, team-oriented atmosphere with a strong emphasis on providing excellent customer service. This position offers a benefits package, paid leave, and the ability to telework when appropriate; and as noted above, it provides lots of opportunities to gain the skills and strengths needed to advance to higher positions - whether it's within the State of Alaska, moving to the private sector, or starting/improving your own business! The working environment you can expect: This position is located on the 9th floor of the State Office Building in beautiful downtown Juneau. Our daily working environment is challenging and very busy with a high volume of customer contact. Our team is highly focused with exceptional attention to detail. Working in the office is required, especially during the probationary period or as needed. We are looking for the following knowledge, skills and abilities (KSA's). * Self-Motivated and Managed: Sets well-defined and realistic personal goals; displays a high level of initiative, effort, and commitment towards completing assignments in a timely manner; works with minimal supervision; is motivated to achieve; demonstrates responsible behavior. * Communication Skills: Strong interpersonal communication abilities; ability to communicate clearly and concisely in writing or verbally; ability to write with minimal typos or grammatical errors. * Adaptability: Adjusts planned work based on priorities and needs as they arise; ability to provide critical thinking to address multiple demands and competing priorities. * Organization and Attention to Detail: Ability to remain organized with projects, email management, and trackers; thorough when performing work and display of a high level of effort and commitment towards performing work. * Customer Service: Anticipates and meets the needs of both internal and external customers; ability to sit in on high-level meetings and retain information that must remain confidential; delivers high-quality products and services and is committed to continuous improvement. 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 time of application applicant(s) are requested to submit: * Copies of your transcripts, if you're using education to meet the minimum qualifications. * Submission of additional written work product or project samples is encouraged, but not required. At time of interview applicants are requested to submit: * Copies of your most recent three (3) work evaluations; and * Three (3) professional references who have had supervisory responsibility over you along with their daytime contact phone numbers. * Submission of additional written work product or project samples is encouraged, but not required. Classification Review Notice This Position Description is currently being reviewed by the Division of Personnel & Labor Relations, Classification Section. Depending on the outcome of the allocation, this recruitment pool may or may not be utilized to fill this vacancy. 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. 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. MULTIPLE VACANCIES This recruitment may be used for more than one (1) vacancy. The applicant pool acquired during this recruitment may be used for future vacancies for up to ninety (90) days after this recruitment closes. Interested applicants are encouraged to apply to each recruitment notice to ensure consideration for all vacancies. NOTICE Questions regarding the application process can be directed to the Workplace Alaska hotline at 800-587-0430 (toll free) or (907) 465- 4095. If you choose to be contacted by email, please ensure your email address is correct on your application and that the spam filter will permit email from the 'govermentjobs.com' domains. For information on allowing emails from the 'governmentjobs.com' domains, visit the Lost Password Help page located at https://www.governmentjobs.com/OnlineApplication/User/ResetPassword. 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 1-800-587-4095 in Juneau or TTY: Alaska Relay 711 or 1-800-770-8973 or correspond with the Division of Personnel & Labor Relations at: P. O. Box 110201, Juneau, AK 99811-0201. The State of Alaska is an equal opportunity employer. WORKPLACE ALASKA APPLICATION QUESTIONS & ASSISTANCE Questions regarding application submission or system operation errors should be directed to the Workplace Alaska hotline at 1-800-587-0430 (toll free) or (907) 465-4095 if you are located in the Juneau area. Requests for information may also be emailed to recruitment.services@alaska.gov. For applicant password assistance please visit: https://www.governmentjobs.com/OnlineApplication/User/ResetPassword Contact Information For specific information in reference to the position please contact the hiring manager at: Melissa Dumas Administrative Operations Manager (907) 465-2572 melissa.dumas@alaska.gov Careers with the State of Alaska offer MANY benefits The following information describes typical benefits available to employees of the State of Alaska. Actual benefits received may differ by bargaining unit or branch of government, position type, or be prorated for other than full time work. For a quick breakdown of the insurance, health, and retirement benefits available for State Employees you can view an orientation video from Division of Retirement and Benefits. (Please note this video is specifically designed for new State Employees.) Insurance Benefits * Health insurance, which includes employer contributions toward medical/vision/dental * The following employee groups are under AlaskaCare Benefits administered by the State: See https://drb.alaska.gov/help/plans.html for additional information. * AVTEC * Confidential * Correctional Officers * Marine Engineers * Mt. Edgecumbe Teachers * Supervisory * Unlicensed Vessel Personnel/Inland Boatman's Union * Exempt employees (not covered by collective bargaining) The following employee groups are covered by Union health trusts. Contact the appropriate Union for additional information. * General Government * Labor, Trades and Crafts * Public Safety Employees Association * Masters, Mates & Pilots Employer paid Basic Life insurance with additional coverage available (amount depends on Bargaining Unit) Optional Insurance Benefits * Group-based insurance premiums for * Term life (employee, spouse or qualified same sex partner, and dependents) * Long-term and short-term disability * Accidental Death and Dismemberment * Long-term care (self and eligible family members) * Supplemental Survivor Benefits Employee-funded flexible spending accounts for tax savings on eligible health care or dependent care expenses Retirement Benefits * Membership in the Public Employees Retirement System (PERS)/Teachers' Retirement System (TRS) * Matching employer contribution into a defined contribution program (new employees) * Employer contribution into a defined benefit or defined contribution program (current employees) * Contributions to the Alaska Supplemental Annuity Plan in lieu of contributions to Social Security * Option to enroll in the Alaska Deferred Compensation Program * Note: The Defined Contribution Plan, Supplemental Annuity Plan and Deferred Compensation Program offer a variety of investment options See https://drb.alaska.gov/retiree/ for additional information Paid Leave & Other Benefits * Personal leave with an accrual rate increase based on time served * Twelve (12) paid holidays a year Agency State of Alaska Address PO Box 110201 Juneau, Alaska, 99811 Phone (800) 587-0430 (Statewide toll-free number) (907) 465-4095 (Juneau and out-of-state callers) Website http://workplace.alaska.gov/