Administrative Assistant

State of Alaska
Full Time 150 per week $21 Per hour AK Family & Youth Services Division, 323 E 4th Ave, Anchorage, AK 99501, United States Apply before 5/20/2024 5:00
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Overview

This position is open to Alaska Residents only.

Please check our

to determine if you qualify.  



The mission of the Division of the Alaska Pioneer Homes is:  

"Providing elder Alaskans a home and community, celebrating life through its final breath."

 
This position is a member of the Alaska Veterans & Pioneers Home providing person-centered support in a safe environment for up to seventy-nine (79) elders.

Our division values are:
  • Positive Attitude: "We enjoy what we do." Optimism inspires open-mindedness and creativity. 
  • Love: "We love who we serve." Out of love and respect for our residents, we put their needs before staff convenience. 
  • Accountability: "We do what we say." We are accountable to our residents, to their families, and to each other. Accepting responsibility is essential as we plan and deliver care. 
  • Trust: "We say what we mean." Open and honest communication is crucial to earning the trust of our residents, their families, and our coworkers. 
  • Excellence: "We provide excellent care, every resident, every day every time." Our own excellence inspires excellence in others, including residents, families, and our coworkers.
What you will be doing: 
This position performs a variety of administrative support tasks in support of the home; works the reception area, tracks assisted living home applications and waitlists, prepares new admission documents, works in electronic medical record database to maintain resident records, preforms audits for regulatory compliance, and prepares and maintains reports.

The benefits to joining our team: 
This position is part of an amazing team with opportunities to make a positive impact on the quality of life for Alaskan elders by providing excellent person-centered loving care and services. This position is surrounded by elder residents with many years of life experiences and wisdom who are in varying stages of their life journey. 

The working environment you can expect:
This job is located in the Palmer Veterans and Pioneer Home, an assisted living home at 250 East Fireweed Avenue in Palmer, Alaska; part of the Matanuska-Susitna Borough. The home is near parks and surrounded by beautiful views of the Chugach and Talkeetna Mountain Ranges, the massive Knik Glacier, and is within walking distance to shops and restaurants. This position works under the direction of a registered nurse as part of our direct care staff and is responsible for providing assistance and personal care to the residents living in the home. 

Who we are looking for: 
Position-specific knowledge, skills and abilities that are desired or contribute to the success in this position:
  1. Skill and experience in administrative processes; use of computer, programs, and other office equipment; following policies and procedures to ensure compliance with applicable statutes, regulations, and division policies. 
  2. Skill and experience performing administrative tasks in an Electronic Health Records system, processing various forms, letters, and other related documentation.  
  3. Proficient interpersonal skill to communicate effectively, both orally and in writing; working independently and as part of a team; listening, interpreting, explaining, and applying rules and instructions for various groups.
  4. Skill and ability with time management and dealing with frequently changing priorities.
  5. Skill and ability in creating and maintaining reports.  This includes gathering data, analyzing facts accurately, and determining their application in response to the circumstances, appropriate criteria, rules, regulations, and policies.
Other Job information:
  • This position is in support of the Pioneer Home, which is a 24-hour facility.
  • This Pioneer Home is an Eden Alternative facility, where the environment includes contact with plants, flowers, and pets including cats, dogs, fish, and birds.
  • Employees of the Pioneer Home receive continual screening for tuberculosis and criminal history as required by the facility.

A cover letter is NOT required for this position. Your complete application, including supplemental questions, will be used to determine which applicants will advance to the interview phase of the recruitment and selection process.
 
To view the general description and example of duties for the Administrative Assistant 1 positions, please go to the following link: 
 
 

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

At time of interview applicant must provide:

  1. Three (3) professional references (including work/supervisor-related).

  2. Two (2) most recent evaluations.

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

SUPPLEMENTAL QUESTIONS
For your application to be evaluated you must answer the Supplemental Questions.  Be specific in your answers and tell us how you acquired the relevant experience. Please use complete sentences and proof-read your submissions when answering the supplemental questions. Your responses will be considered a writing sample and will be used to determine which applicants will advance to the interview phase of the recruitment process.


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

 
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.   Omission of required documentation listed will result in an incomplete application and you will not receive further consideration.

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.  

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

WORK EXPERIENCE
When using work experience not already documented in your application, please 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. 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 in which you are applying. 

If you are currently or previously been appointed to a flexibly staffed position, please ensure your work experience within a flexibly staffed position indicates the actual dates employed at each level.   Ensure your time and any subsequent flex promotion(s) are documented as a separate position.  This is required as there are minimum qualifications that require experience at a particular level in which the lower level may not be considered. If this information is not accurately reflected in your application this may cause the processing of your application for consideration to be delayed.


RECRUITMENT SCOPE
This position is open to Alaska Residents only. Please check our  to determine if you qualify. 
 
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 a 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:
 
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
 
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. 

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 located in the Juneau area. Requests for information may also be emailed to .
 
For applicant password assistance please visit:  
 
 


For specific information in reference to the position please contact the hiring manager:    

Name:  

Dean Robinson

Title:  

Administrative Assistant 3

Phone: 

907 761-6524

Email: 
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