- Entry level
- No Education
- Salary $3,987.00 gross per month
This position is open to current Department of Health and Social Services employees only.
Please check the definition below to determine if you qualify.
The South-Central Regional Office of Children's Services is recruiting for an Administrative Assistant II position in our Wasilla Field Office.
This position supervises six Social ServicesAssociates and one Office Assistant II as well as providing Field Office Management for three field offices. They oversee the ongoing training, guidance and mentoring of their team, along with developing and maintaining a team atmosphere. They provide support to a variety of social services programs through counseling and crisis intervention, while prioritizing needs and assigning cases for all family contact for the unit.
Prior to submitting your application, we ask you to review the links below which will provide you valuable information on Children's Services in Alaska, Tribal Partnerships, and training. Then if you are interested in working together with us toward the ultimate goal of an Alaska where every child can grow into a healthy, happy, productive adult, free from the lasting burdens of abuse and neglect, pleaseapply for the position today!
- Office of Children's Services website
- Office of Children's Services Practice Model (Download PDF reader)
- Indian Child Welfare Act (ICWA) and Tribal Partnerships
- Alaska Office of Children's Services Realistic Job Profile Video
- University of Alaska, Child Welfare Academy
For additional information on the Wasilla community, including schools, hospitals, housing, please review the Alaska Community Profiles
Duties include but are not limited to:
- Supervision and evaluation of direct reports, including recommendation of personnel actions and progressive disciplinary procedures, mentoring, performance coaching, training, leave of absences, grievances, work schedules and assignments, and administering personnel-related policies and procedures.
- Ensures development and maintenance of desk manuals for staff in their assigned tasks.
- Mediates resolution of disputes among staff, other agencies, and clients.
- Archiving of client, administrative, and personnel files.
- Scheduling and documentation of supervised visits of parents with children in custody.
- Responsible for assisting auditors during scheduled and unscheduled Federal Reviews.
- Data entry of client information into appropriate databases including, but not limited to, preparation of auditing, tracking and reconciliation of case file inquiries by caseworkers, management and legal parties.
- Coordination of travel for staff and clients both in and out of state.
- Identifies unsafe conditions, then takes action or makes recommendations to resolve the conditions which are within the incumbent´s authority.
- Reviewing complex or questionable requests 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 and client processes and procedures.
- Composing emails, letters, and memoranda using readily available information from multiple sources, and using established guidelines and procedures.
We are looking for an individual who demonstrates the following knowledge, skills, abilities (KSAs), and/or experience:
- Considerable knowledge of administrative functions necessary to support the operations of a business.
- Knowledge of principles and practices of clerical support procedures, correct business practices, correspondence and typing formats.
- Skill in the use of computers for maintaining customer information, word processing, or similar office activities.
- Ability to comprehend, interpret, apply, and explain regulations, bargaining contracts, rules, and instructions.
- Ability to prepare reports, memoranda, and correspondence related to work assignments.
- Ability to determine the need to revise procedures and instructions and to draft changes.
- Ability to assess situations accurately and to take prompt, effective action.
- Ability to work independently or collaboratively, and handle multiple tasks simultaneously
- Ability to establish and maintain cooperative working relationships with others and to communicate effectively, both orally and in writing.
- Ability to compare data from a variety of sources for accuracy and completeness, identify discrepancies, and make corrections.
- Ability to design and create databases and spreadsheets.
- Ability to lead, train, and evaluate employees.
If you feel you embody the strengths needed for the above responsibilities,
THEN WE WANT TO HEAR FROM YOU!
- All positions require a valid Alaska driver's license and successful completion of a background investigation, including fingerprinting and a criminal records check.
- Relocation reimbursement costs are not provided by the State of Alaska.
- For positions in this job class, a child protective history check will be performed per AS 12.62.160 and/or 13 AAC 68.315.
- The successful candidate may be required to attend multiple training courses normally located in Anchorage.
To view the general description and example of duties for an Administrative Assistant II, please go to the following link: https://www.governmentjobs.com/careers/Alaska/classspecs
Administrative Assistant II
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 I, Accounting Technician I, Human Resource Technician I, and similar classes with the State of Alaska or the equivalent with another employer.
One year of advanced-level clerical experience. This experience includes work such as Office Assistant II, Accounting Clerk, and similar classes with the State of Alaska or the equivalent with another employer.
One year of post-secondary education from an accredited college (32 semester hours or 48 quarter hours equals 1 year)
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.)
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).
Additional Required Information
At the time of interview applicant must submit:
- Copy of your two (2) most recent performance appraisals; if unavailable, two (2) documented supervisor letters of reference may be substituted.
- A list of three (3) professional* references including daytime telephone numbers and email address; at least two (2) of these must be from a current or former supervisor.
- Professional is defined as a supervisor or an individual who has direct knowledge of your work performance.
To verifyeducation being used tomeet therequired 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 credentialsbeing 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 toscheduling aninterview.
SPECIAL INSTRUCTIONS FOR FOREIGN EDUCATION
Education completed in foreign colleges o