Administrative Assistant 2

The recruitment is exempt from the hiring freeze (Administrative Order 358)

This recruitment is open to Alaska Residents only. Applicants must meet Alaska Residency Requirement in order to be considered for employment at this time.

This position plays a key role within the Division of Statewide Services, offering essential administrative support for the day-to-day operations of the Criminal Justice Information Services and Information Technology units. Reporting to the Administrative Assistant-3, the incumbent will assist with various functions, including human resources, payroll, travel, inventory management, and procurement.

The Department of Public Safety (DPS) strives to preserve the peace, enforce the law, prevent and detect crime, and protect life and property. As a member of DPS, you would be instrumental in ensuring this mission is met by providing direct support for law enforcement and criminal justice activities.

• The incumbent will be part of a positive and supportive team that values collaboration and continuous learning, fostering an environment conducive to professional development, accountability, and service excellence.
• This position offers the opportunity to exercise creativity and innovation in identifying potential improvements to administrative functions while working in coordination with various offices, divisions, and teams.

This position is located at the Department of Public Safety Headquarters in Anchorage at 5700

E. Tudor Road; nestled at the foot of the beautiful Chugach Mountains. There is ample free parking and access to public transportation is close by. You can expect to work in a fast-paced environment with a phenomenal team of professionals, both civilian and commissioned that are dedicated to supporting the mission of the Department of Public Safety.

• Extensive knowledge of administrative functions essential for supporting business operations, including personnel management, purchasing and inventory control, accounts payable/receivable, and financial monitoring.
• Proficient in utilizing computers, software applications, databases, and automated systems to efficiently complete tasks.
• Strong ability to communicate complex information regarding policies, procedures, and regulations to the public, both in person, over the phone, and in writing.
• Skilled in effective time management to meet deadlines, optimize productivity, and manage unexpected tasks while maintaining quality.
• Conscientious about attending to detail and performing work thoroughly

• 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.
• 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…