Administrative Assistant 3 (PCN 10-9893)

Administrative Assistant 3

The Department of Natural Resources, Division of Forestry & Fire Protection, is recruiting for an Administrative Assistant 3 in Delta Junction.

This position is open to Alaska Residents only. Please check our residency definition to determine if you qualify.

What You Will Be Doing:

This position provides direct support to the Area Forester, Resource Foresters, and Fire Management Officers in the Delta Area. This position is assigned to supervise, train, and evaluate one Office Assistant 2, located in Delta Junction.

Under the general supervision of the Regional Administrative Officer, this position is expected to perform at an advanced level of proficiency in human resources, budget management and monitoring, personnel management and supervision, accounting and financial management, fire business management, travel, procurement, and general administrative duties.

The incumbent works closely with the Division of Forestry's Administrative Officer and the Fire Support Forester in developing procedures and guidelines set forth in the State of Alaska's Fire Business Management Handbook.

In addition to Administrative Services, this position may serve as the Finance Section Chief for Type 3 incidents within the State of Alaska. This position also serves as a liaison to Incident Management Teams assigned to emergency incidents in the Delta Area.

Mission and Values/Culture:

The Division of Forestry & Fire Protection fosters a mission-driven culture with the responsibility for protecting Alaska's values, including life and property from wildland fire. The Division of Forestry & Fire Protection works closely with federal, state, and local emergency response agencies as well as private industry vendors to provide wildland fire management and protection for the State of Alaska. The administrative section of the Fire Protection Program is an integral part of the administrative support for Forestry & Fire Protection's workforce.

The high-functioning administrative team you will join supports the "boots on the ground" who ensure the safety of people, property, and resources in Alaska and across the nation. Given its multifaceted functions, this position encounters diverse challenges and opportunities to contribute to the success of the DOF mission.

Our administrative section's values can be summed up as PRIDE Positive, Reliable, Inspiring, Dependable, and Efficient as we work hard to support Forestry & Fire Protection's mission.

We are looking for an enthusiastic, dependable, and detail-oriented individual to join our admin team.

Benefits of Joining Our Team:

The benefits of joining the DOF administrative team include the opportunity to work with dedicated professionals who support one another while providing essential support to our critical wildland fire program and our expanding hazardous fuels program. The administrative team is expanding by adding new staff and is actively creating a new administrative structure to support the division's new organization.

The Working Environment You Can Expect:

This position is located in Delta Junction at the Division of Forestry & Fire Protection office and is a full-time position.

DOF encourages teamwork and camaraderie. This environment helps promote friendship and loyalty within the organization. These close-knit relationships motivate our employees in parallel and align them to work harder, cooperate, and support one another. Our team is made up of individuals with diverse talents, communication skills, strengths, and abilities.

We are looking for a candidate who possesses 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.
• Problem Solving: Identifies and analyzes problems; weighs relevance and accuracy of information; generates and evaluates alternative solutions; makes recommendations.
• Attention to Detail: Is thorough when performing work and conscientious about attending to detail.
• Financial Management: Understands the organization's financial processes. Prepares, justifies, and administers the program budget. Oversees procurement and contracting to achieve desired results. Monitors expenditures and uses cost-benefit thinking to set priorities.
• 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 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:

Please read the information below carefully.

At the time of the interview, please ensure that you provide the following materials. Failure to do so may result in loss of consideration. Required documents include:

• Valid driver's license
• A list of at least three references with current contact information, with at least one being a current or former supervisor.
• A copy of any forestry and/or fire-related training certificates.
• A copy of your two most recent performance evaluations, or a letter of reference if evaluations are not available.

Special Notices:

• This position may travel within Alaska during the fire season (April 1 - August 31 or later) for 14-21 days at a time to assist area offices with fire. As well as attending meetings or training.
• Will be required to work or be available in the evenings and/or on weekends, depending on need during the fire season.
• May work toward qualification for other positions utilized in the Incident Command System.

Classification Review Notice:

This Position Description is currently being reviewed by the Division of Personnel, Classification Section. Depending on the allocation outcome, this recruitment pool may or may not be used to fill this vacancy.

Application Notice:

You can ONLY apply for this position through the Workplace Alaska website or by submitting a paper application. Instructions for applying are available on the Workplace Alaska How to Apply webpage. Your application must be received by 5:00 p.m. Alaska Standard Time on the closing date.

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