Administrative Assistant 3

This position is open to Alaska Residents only. Please check our residency definition 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 the Fairbanks Pioneer Home administrative staff. It is an integral part of a highly motivated and customer service\-oriented team in support of this assisted living home with up to ninety\-one (91\) elder residents. 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: Under general direction and as an assistant to the administrator, this position performs a variety of administrative support tasks in support of the home; assists with budget review, personnel, payroll, medical records, Resident Trust Accounts, and Professional Services Agreements. Supervises administrative staff, performs audits for regulatory compliance, prepares and analyzes administrative reports, and monitors operational data to support home operations. 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 at the Fairbanks Pioneer Home, an assisted living home at 2221 Eagan Ave, Fairbanks, Alaska. It is nestled in 16 beautiful acres of birch and spruce trees, convenient to the local senior center next door. Who we are looking for: Position\-specific knowledge, skills and abilities that are desired or contribute to the success in this position: Professionalism: Consistently displays the collection of competencies and skill expected of a professional. Professionalism is defined by its key behaviors including being accountable for actions and assigned projects; practicing efficient work habits to effectively manage time and workload; clearly communicating and expressing thoughts and ideas in writing and in person; possessing the ability to understand how non\-verbal communication impacts the workplace; working effectively as part of a team to achieve productive outcomes; and consistently demonstrating, emotional intelligence, integrity, and ethical behavior. Personnel and Human Resources: Knowledge of hiring, classification, benefits, labor relations, negotiation, and Federal, state, and local employment regulations. Leadership: Influences, motivates, and challenges others; adapts leadership styles to a variety of situations. 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. 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, criminal history and COVID\-19 as required by the facility. Please ensure your application (through work history, volunteer work, training, education, licenses, certifications, etc.) supports/demonstrates how you possess the minimum required competencies for this position and be sure to thoroughly document it in your application. To view the general description and example of duties for the Administrative Assistant 3 position, please go to the following link: https://www.governmentjobs.com/careers/Alaska/classspecs 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 interview applicant must provide: Three (3\) professional references (including work/supervisor\-related) with current contact information. Two (2\) most recent performance evaluations, if available. If selected and prior to hire, applicant will be asked to: Submit to fingerprinting and criminal background check screening. Provide current evidence to be free from active pulmonary tuberculosis (TB) with test results dated within the last 12 months prior to start date. Provide a copy of a valid Driver’s License. Please read the below information carefully. This applies to your application submission. 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. 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. 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. 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. 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. The State of Alaska does not provide VISA Employer sponsorships. RECRUITMENT SCOPE This position is open to Alaska Residents only. Please check our residency definition 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 ALEXsys 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: http://doa.alaska.gov/dop/workplace/help/ 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. 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 recruitment.services@alaska.gov. For applicant password assistance please visit: https://www.governmentjobs.com/OnlineApplication/User/ResetPassword For specific information in reference to the position please contact the hiring manager at: Name: Kristen Salley Title: Pioneers Home Assistant Administrator Phone: (907\) 458\-2223 Email: Kristen.Salley@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