Location
Juneau, AK | United States
Job description
Full job description
The Alaska Division of Elections is seeking an enthusiastic individual to join our team as an Executive Assistant for the Director’s Office! This position serves as the first point of contact in the Juneau Office primarily answering a multi-line phone system and assisting persons visiting the division. The successful applicant will perform a broad range of administrative support, election related activities, travel preparation, and helping maintain the Division’s website.
The working environment you can expect:
This position is located at the heart of downtown Juneau in the Court Plaza Building. The working environment is dynamic and collaborative with regular interactions with colleagues, other state agencies, and the public.
The Regional Assistant Supervisor, Elections is in the Exempt Service per AS 39.25.110(20). After successfully completing a period of probation, employees in the class achieve permanent status in the Division of Elections.
Key responsibilities of this position include:
- Perform general office support and reception duties such as: answering/routing a multi-line phone system, information distribution to the public, email correspondence, calendaring, copying/scanning documents, office supplies inventory/ordering and upkeep of office equipment.
- Process and distribute the division’s incoming mail, outgoing mail, interagency mail and fax correspondence to the appropriate staff or office.
- Establish, prepare, organize, and maintain project files and the division filing systems.
- Proofread, edit, and format draft and final correspondence and other written documents in accordance with established agency standards.
- Processing voter data from annual election mailings and state conducted elections.
- Receive, coordinate, reserve, submit, and follow through with all aspects of the Director’s office travel arrangements. This to include online reservations, gather appropriate spending approvals, tracking of employee trips, properly submit and financially code trip details and reconcile all post travel expenses and traveler reimbursements.
- Aid with election management tasks, including candidate filings, preparation of election materials, and assisting with the certification of elections.
- Posting updates to the Division’s website as needed.
We are looking to hire someone with the following knowledge, skills, abilities, and experience:
- Work history that supports ability to produce consistent, quality work in a fast-paced environment.
- Working knowledge of word processing, spreadsheets, and calendar software (Microsoft Word, Excel, and Outlook), and the use of computer systems in an office environment.
- Detail-oriented, with the ability to maintain a high level of accuracy.
- A strong work ethic with reliable attendance and punctuality.
- Self-initiative and abilities to follow through and work unsupervised at times.
- The successful applicant will be required to perform duties requiring the physical ability to lift organize, and store boxes of election materials and supplies, which includes climbing ladders.
Minimum Qualifications
High school diploma or GED;
AND
Two years of progressively responsible administrative work experience performing either specialized complex administrative work or a wide variety of administrative services requiring independence, judgement and initiative in prioritizing and organizing work.
Additional Required Information
Completion of the supplemental questionnaire . A cover letter is optional for this position. If including a cover letter, it should be in a standard business format and highlight your knowledge, skills, abilities, and experience as they pertain to the skills and abilities listed in the job description and supplemental questions.
Please attach the required documents to your application before submitting it online or, if unable to attach to your application, submit your application online and fax them to the contact number provided in the job posting.
The following attachments are required at the time of application:
- Any documents necessary to show proof of meeting the minimum qualifications (i.e. transcripts, etc.).
Your complete applicant package will be used to determine which applicants will advance to the interview phase of the recruitment and selection process .
INTERVIEW
Applicants invited for an interview will be required to provide the following at the time of interview:
- List of three (3) professional references including current daytime phone numbers.
- Optional: copy of most recent performance evaluation or letter of recommendation.
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.
Contact Information
Sharon Forrest, Administrative Officer
State of Alaska, Division of Elections
Director’s Office
Email: [email protected]
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 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 for additional information
Paid Leave & Other Benefits - Personal leave with an accrual rate increase based on time served
- Eleven paid holidays a year
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