Administrative Assistant 1

What You Will Be Doing: This position supports Administrative managers and employees of the Public Defender Agency with travel arrangements, travel expense reconciliation, coordinating permits for limited practice applications for interns and new attorneys, maintaining office equipment, and assisting with administrative duties or projects.
Our Organization, Mission, and Culture: The Sixth Amendment guarantees the right to counsel in many types of cases and the Public Defender Agency is appointed by the Court to represent people who are unable to afford counsel on their own.
The Administrative Assistant 1 fulfills a critical role in working with the Public Defender administrative team and Agency employees to coordinate case related travel in order for the Agency to carry out its mission to provide legal representation to indigent Alaskans.
The Benefits of Joining Our Team: Administrative staff at the Public Defender Agency have the opportunity to hone their administrative and clerical skills to further their career development.
Most importantly, they get to do this while working as a team to provide meaningful contributions to Alaska, as the work we do impacts people’s lives and protects the constitutional rights of all Alaskans.
This important work helps improve case outcomes for individuals charged with crimes, helps re-unify families, and provides the foundation for successful re-entry into communities.
The Working Environment You Can Expect: Our office is located in downtown Anchorage near the Nesbett and Boney courthouses.
The hours are Monday through Friday, 8:00 AM – 4:30 PM with an hour lunch at noon.
The position works in the Administrative Services section of Operations in the Anchorage office collaborating with other staff and Division leads on a frequent basis to ensure the Agency's success.
Who We Are Looking For: Technological Competency: Competency with standard office equipment is expected and computer literacy and fluency with Microsoft Office is essential to handling the large volume of digital documents and evidence in cases and utilizing the digital case management system.
Effective Communicator: Clear and professional oral and written communication is essential to anyone working in the legal field.
Prioritization: The ability to handle shifting priorities in high-pressure situations will enable success in the position.
Ability to Maintain Confidentiality: Strict confidentiality is required due to the nature of the work performed.
Independent Worker: Taking initiative, exercising sound judgment, and following directions is critical in our offices.
Special Note: Valid Driver’s License desired.
The Public Defender Agency`s user authorization with the Department of Public Safety for allowing some employees` access to the Alaska Public Safety Information Network (APSIN) requires that this position is able to pass a criminal background investigation per 13 AAC 68.
215.
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, please provide the following: Copy of academic transcripts (unofficial are okay, please ensure that the institution name/URL is listed on the transcript) if using to verify that you meet the minimum qualifications.
Three (3) professional references, two (2) who have had supervisory experience over you, including current email and/or daytime phone number APSIN Due to the nature of the work of the Public Defender Agency and access to APSIN at the workplace, the individual who is selected for this position will be required to pass a background investigation and may be re-fingerprinted.
Full disclosure of ALL past criminal convictions (both misdemeanor and felony including suspended impositions of sentence) at the time of application is required.
Convictions will lead to disqualification due to the requirements necessary to access these systems.
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.
EDUCATION: To verify education is being used to meet and/or support the required minimum qualifications/competencies, 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 used to meet or support the minimum qualifications/competencies for a position and are required with each application.
(Unofficial is okay; please ensure the institution/URL name is listed on the transcripts).
Transcripts can be attached at the time of application or provided at the time of interview; if not, transcripts will be required before employment.
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.
NOTE: The State of Alaska does not provide VISA Employer sponsorships.
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 may not advance to the interview and selection phase of the recruitment.
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.
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: https://doa.
alaska.
gov/dop/workplace/help/ 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 (907) 465-4095 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.
NOTICE: 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.
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 Contact Information For specific information in reference to the position please contact the hiring manager: Shannon Tetlow Operations & Programs Manager (907) 334-4440 shannon.
tetlow@alaska.
gov Careers with the State of Alaska offer MANY benefitsThe 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://doa.
alaska.
gov/drb/programs/index.
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 expensesRetirement 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 optionsSee https://doa.
alaska.
gov/drb/retirement/index.
html for additional information Paid Leave & Other Benefits Personal leave with an accrual rate increase based on time served Eleven paid holidays a year