Job Description

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

The Alaska Psychiatric Institute (API) is recruiting for a

Administrative Assistant 2

 
What You Will Be Doing:

As the Administrative Assistant 2 you will support the operation of the nursing department. In this position you will be performing a wide range of tasks including timesheet auditing, assist in the recruitment process as a hiring manager, and complete special projects that require research and compilation of data and information on varying topics.

 
The selected candidate will be looked to for recommendations regarding workflows surrounding changes to the nursing department procedures, nursing management policies, identify problems in the nursing department workflow and will recommend alternative administrative processing solutions.

 
Our Organization, Mission, and Culture:
The Alaska Psychiatric Institute's mission is to: Provide compassionate healthcare to support Alaskans in living their best possible lives.

The Alaska Psychiatric Institute vision is: An Alaska where everyone receives the care they need when they need it without judgment.

Our division values are: 

• I ntegrity
• D ignity
• E xcellence
• A ccountability
• S afety

If you are someone that embraces these values and want to assist in the mission of API, we encourage you to apply today.

The Benefits of Joining Our Team:
Our work provides a variety of administrative and clerical tasks with a mix of process and project-oriented work. Candidates will find opportunities for advancement within both Alaska Psychiatric Institute and in The Department of Family and Community Services. Working for API will offer you the opportunity to improve your skills in organizing and prioritizing work assignments, providing customer service, and in using a variety of computer software programs.


The Working Environment You Can Expect:
The selected candidate will work in an environment that is fast paced, busy and challenging at times, but embraces collaboration through working closely with supervisors, managers, and personnel to assist in providing services to Alaska Psychiatric Institute.

This position is located at 3700 Piper Street in the U-MED district of east Anchorage which offers several maintained walking trails, parks and nearby lakes. This area is filled with several restaurants, shopping stores, and has easy access to public transportation.
 
Who We Are Looking For:
We are looking for a candidate with the following competencies:

 

• Stress Tolerance: Deals calmly and effectively with high-stress situations (for example, tight deadlines, hostile individuals, emergency situations, and dangerous situations).

 

• Interpersonal Skills: Shows understanding, friendliness, courtesy, tact, empathy, concern, and politeness to others; develops and maintains effective relationships with others; may include effectively dealing with individuals who are difficult, hostile, or distressed; relates well to people from varied backgrounds and different situations; is sensitive to cultural diversity, race, gender, disabilities, and other individual differences.
  
   
  
   
• Problem Solving: Identifies problems; determines accuracy and relevance of information; uses sound judgment to generate and evaluate alternatives, and to make recommendations.
  
   
  
   
• Writing: Recognizes or uses correct English grammar, punctuation, and spelling; communicates information (for example, facts, ideas, or messages) in a succinct and organized manner; produces written information, which may include technical material, that is appropriate for the intended audience.
  
   
  
   
• Reasoning: Identifies rules, principles, or relationships that explain facts, data, or other information; analyzes information and makes correct inferences or draws accurate conclusions.

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, please go to the following link: 

Six months 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
One year of advanced-level 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
One year of post-secondary education from an accredited college (32 semester hours or 48 quarter hours equals 1 year)

OR
One year 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 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.

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).

  At time of interview applicant must submit:

• List of three (3) professional references, including daytime phone numbers.
• Copies of all performance evaluations that have been received for the last two (2) years, if available.
• College transcripts (if using education to meet the minimum qualifications). These can also be attached to your application at the time of submission.

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

 
If selected for the position and prior to hire, the applicant will be asked to:

1. Submit to fingerprinting and background check screening.
2. Provide proof of Tetanus, Diphtheria, Pertussis (Tdap), Mumps, Measles, Rubella (MMR), and Varicella Immunizations.
3. Provide proof of Hepatitis B (immunity or declination statement)
4. Provide annual Influenza vaccination or a signed declination statement.
5. Proof of Tuberculosis screening within the past 12 months.

 
BACKGROUND CHECK
The successful candidate must pass a comprehensive background investigation, which includes a state and FBI fingerprint-based background check.

 
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.

 
EDUCATION
To verify education is 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/when requested prior to scheduling an interview.

 
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 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. 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:
 
Deanna Curl
Nursing Operations Coordinator
Phone: 907-269-7100
Deanna.curl@alaska.gov

Job Tags

Full time, Part time, Work experience placement, Flexible hours,

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