Administrative Assistant 1 (04-3040)

The Department of Revenue’s Tax Division is recruiting for an Administrative Assistant 1 to work in the Juneau office. This position is open to Alaska Residents Only.

**Effective July 1, 2023, salary will be increased by 2.5%**

What you will be doing:

• First point of contact in the Juneau office, including directing and assisting visitors and tax inquiries as appropriate, logging visitors with access badges and maintaining the secure badge access log.
• Primary Contact for general administrative duties in the Juneau office such as mail processing, conference room scheduling, record retention, facility maintenance and basic office equipment upkeep.
• Assist imaging personnel with preparing documents for imaging and the imaging process.
• Research, process and enter various administrative documents which could include timekeeping, invoices, payments, procedures, employee onboarding and separating, employee travel and reconciliation and procurement.
• Assist Administrative Officer I with development of office procedures.
• Serve as liaison between Juneau Tax Division and building management for building access, parking, maintenance, and safety compliance.
• Assist the Administrative Officer I and Administrative Operations Manager 1 with various duties and projects as assigned and as backup in their absence and in the absence of the other Administrative Assistant.

The working environment you can expect:
This position is located on the 11th  floor of the State Office Building in Juneau, Alaska.  This position serves as the front desk contact for the Tax Division in Juneau.  Presence in the office is required.

Who we are looking for: 
A cover letter is NOT required for this position. Your complete application will be used to determine which applicants will advance to the interview phase of the recruitment and selection process.  

The ideal applicant will possess some or all the following knowledge, skills, abilities, and experience.

1. Ability to communicate clearly and effectively verbally and in written communication.
2. Knowledge and Experience with Microsoft Office (Word, Excel, and Outlook).  
3. Ability to work independently, multitask and prioritize projects to meet deadlines.
4. Strong interpersonal skills with the ability to work with a wide range of staff and public contacts.
5. Strong work ethic and a positive attitude.
6. Ability to assess needs and situations accurately and take prompt and appropriate action.

Due to the inherent nature of work performed by the Tax Division, the division may decline to interview qualified applicants with convictions related to fraud, theft, bribery, embezzlement, or other crimes involving dishonesty.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

**NOTE: PLEASE READ THE FOLLOWING CAREFULLY**

THIS RECRUITMENT IS FOR ALASKA RESIDENTS ONLY
This recruitment is open to Alaska Residents only. Applicants must meet Alaska Residency Requirements to be considered for employment at this time.

Background Check Requirement:
The successful candidate must pass a comprehensive background investigation, which includes a criminal history check and fingerprinting.
 
Interview:
If you are selected to advance to the interview phase of the recruitment you must provide the following:

1. A list of three (3) professional references, which includes daytime telephone numbers; at least one being from a current or former supervisor.
2. Copies of your last two (2) performance evaluations, if available.

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. 

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 AT THE TIME OF APPLICATION.

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 will not advance to the interview and selection phase of the recruitment.
 
Note: Attaching a resume is not an alternative to filling out the application in its entirety. Noting, “see resume” or any similar response on any portion of your application may lead to a determination that your application is incomplete and removal from consideration for this job posting.

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.
 
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.

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 1-800-587-0430 or 465-4095 in Juneau or (907) 465-3412 (TTY) or correspond with the Division of Personnel & Labor Relations at the address above. 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 in the Juneau area. Requests for information may also be emailed to recruitment.services@alaska.gov.

For applicant password assistance, please visit the reset password page.
If you have specific questions regarding the position, please contact the hiring manager directly: Natalia Yevdokimova-Keogh, Administrative Officer 1, natalia.yevdokimova-keogh@alaska.gov