Job Description

The Department of Military and Veterans Affairs (DMVA), Division of Homeland Security and Emergency Management (HS&EM), Administrative Section, 

is recruiting for two Administrative Assistants 1.

This position is in the General Government (GGU) bargaining unit at a range .

This position is open to Alaska Residents only.

Please check our Definition FAQ to determine if you qualify.

What You Will Be Doing:
As our new administrative assistant 1, you will be providing comprehensive administrative support to the DHS&EM, including office management, policy implementation, travel and payroll coordination, HR support, fiscal oversight, and assistance during emergency responses. The role requires acting as a resource in personnel/payroll, travel, archiving, and computer training, with a strong ability to research, interpret, and explain complex policies and procedures. Effective communication through email, phone, and in person is essential for handling inquiries, complaints, and requests for information. A thorough understanding of administrative guidelines and policies is necessary to independently apply them, advise staff accurately, and provide technical assistance. Additionally, the position involves answering the Division's main phone line, including calls for the State Emergency Operations Center (SEOC Hotline) during duty hours.

Our Mission, Values, and Culture:
The mission of the Division of Homeland Security and Emergency Management (DHS&EM) is to lead the way in homeland security and emergency management to foster a prepared, resilient Alaska capable of meeting the needs of its communities and citizens in response to all-hazards events.The Benefits of Joining Our Team:
Joining the DHS&EM team, you will be at the forefront of helping Alaskans impacted by emergencies while fostering a resilient and prepared community. This dynamic and fast-paced role involves time-sensitive decision-making and adaptability to ever-changing circumstances. At HS&EM believes in career growth and encourages cross training and skills advancement.  You will also benefit from paid leave accrual, a variety of retirement options, and comprehensive medical, vision, and dental plans, ensuring you are well-supported both professionally and personally as you serve your community.

The Working Environment You Can Expect:
DHS&EM is proudly located on Joint Base Elmendorf/Fort Richardson (JBER) surrounded by the natural beauty of the Arctic Valley where you can enjoy a three-mile paved walking / jogging trail and have access to an on-site café and no-cost fitness center at the Army National Guard Armory. You will have the opportunity to collaborate and engage with uniformed military members and fellow state employees, to accomplish our mission while maintaining a healthy work-life balance.

Who We Are Looking For:
We are interested in candidates who possess some or all of the following position specific competencies:

•  Accountability: Holds self and others accountable for measurable high-quality, timely, and cost-effective results. Determines objectives, sets priorities, and delegates work. Accepts responsibility for own actions and decisions. Complies with established control systems and rules.

• 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. 

• Flexibility: Is open to change and new information; adapts behavior or work methods in response to new information, changing conditions, or unexpected obstacles; effectively deals with uncertainty.

• Team Building: Inspires and fosters team commitment, spirit, pride, and trust. Facilitates cooperation and motivates team members to accomplish group goals.   

To learn more about the Division of Homeland Security and Emergency Management, visit: www.ready.alaska.gov

To view the general description and example of duties for the position please go to the following link: https://www.governmentjobs.com/careers/Alaska/classspecs

  If you can see yourself in this role, we encourage you to apply!

*NOTE *     SPECIAL NOTICE - JBER (BASE) ACCESS     * NOTE*

The successful applicants must pass a federal background check in order to qualify for military base access, which is required with this position's work location on base. The background check may include fingerprinting. All job offers are conditional pending successful completion of the federal background check and issuance of a Defense Biometrics Identification System (DBIDS) card allowing base access. Also, you must be able to maintain the clearance throughout your employment. If using a private vehicle this will require a valid Alaska Driver License, proof of vehicle insurance, and a valid State of Alaska vehicle registration. 

State employees are guests at Joint Base Elmendorf-Richardson; clearance and access are not within the State's control.

Special Note: In addition, in some cases employees must be able to obtain and maintain a Common Access Card (CAC). As part of the examination process, a background check investigation, including a criminal records check, will be conducted. Conviction of a crime will not automatically preclude appointment. The circumstances involved in the conviction will be considered.

Minimum Qualifications

Six months of advanced 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
Six months 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 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 Information

Please read the information below carefully, this applies to your application submission:  

To qualify for this position, the incoming team member must be willing and able to occasionally travel to remote field sites using boats, small aircraft, and helicopters, and be prepared to work in varying weather conditions, in confined areas, and potentially be exposed to wildlife. Demonstrating your flexibility and experience with such environments will support your application.

Required documents due at the time of interview:

• If you are a current or former State of Alaska employee, provide your last two (2) performance evaluations or if you have never been employed with the State, please provide three (3) professional letters of recommendation if evaluations are unavailable. 
• Three (3) professional references we may contact by phone (must include position titles, and your current supervisor and one former supervisor).  
• Include official college transcripts if using education to meet minimum requirements.

Special physical, mental, or behavioral requirements of the position:

Must be willing and able to travel within the State, including very remote areas, or out of State on an as needed basis.

Bargaining Unit:
 If you are a current state employee, please mark the union you are a member of at the time of application. If you are not a current state employee, do not complete this question.

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 must be attached at the time of application, submitted to the contact information below, or provided at the time of interview if you are using education to meet the minimum qualifications. If you cannot attach it to your application, email or fax it to the contact provided in the job posting.

Special Instructions for Foreign Education: 
Education completed in foreign colleges or universities 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 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.  

Note:  The State of Alaska does not provide VISA Employer sponsorships.

Work Experience:
If using work experience not already documented in your application, also provide the employer’s 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.

Note: 
Attaching a resume or curriculum vitae is not an alternative to filling out the application in its entirety. Noting "see resume or CV" or any similar response on any portion of your application may lead to a determination your application is incomplete and removal from consideration for this job posting.

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. 

Application Notice:
You can ONLY apply for this position through the Workplace Alaska website or via hardcopy application. If you accessed this recruitment bulletin through a job search portal such as AlaskaJobs or any other database, you MUST use Workplace Alaska online or hardcopy application to successfully apply. Instructions on how to apply with Workplace Alaska may be found on the Workplace Alaska "How to Apply" webpage, found here: http://doa.alaska.gov/dop/workplace/help/
  
EEO Statement:
The State of Alaska complies with Title I of the Americans with Disabilities Act (ADA). Individuals with disabilities, who require accommodation, auxiliary aids or services, or alternative communication formats, please call 1-800-587-0430 or (907) 465-4095 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.
 
Notice: 
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

Contact Information

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 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: