LTNP Administrative Assistant 3 (PCN 25N27004)

About the Role

As the Administrative Assistant 3, you will serve as the primary administrative support position for the Alaska International Airport System (AIAS), playing a critical role in supporting the daily business operations of one of the nation's premier aviation systems.

Responsibilities

• Coordinate procurement activities, authorize payments and expenditures, resolve vendor discrepancies, and help ensure AIAS receives the best value while maintaining compliance with State policies.
• Support AIAS financial operations by monitoring expenditures and revenues, assisting with budget reporting and adjustments, and managing travel, invoicing, procurement card administration, and reconciliation processes.
• Provide administrative support to the AIAS Director and Administrative Operations Manager while working collaboratively with Finance, Budget, Information Technology, Planning and Development, Air Service Development, Communications, and other administrative teams.
• Serve as the backup Recruitment Coordinator, assisting with recruitment, hiring, and onboarding activities that support a growing and evolving organization.
• Contribute to the success of the Alaska International Airport System by helping ensure the administrative and financial functions that support both Ted Stevens Anchorage International Airport and Fairbanks International Airport operate efficiently and effectively.

Mission, Values, and Culture

The State of Alaska Department of Transportation and Public Facilities’ mission is to Keep Alaska Moving. We are working toward a modern, adaptable, flexible transportation system that will be resilient as we tackle our challenges. We believe collaboration, communication, and coordination increase our ability to succeed. Creating teams that are focused on results, working together, and leveraging resources across our department, with community and private sector partnerships, increases our ability to accomplish our mission and serve Alaskans.

The DOT&PF core values are integrity, excellence, and respect. We support an environment focused on teamwork and collaboration to achieve results. We succeed in achieving our transportation mission through building credibility with our customers, stakeholders, and the public. A successful candidate will have sound judgment, decision-making, and a strong ethical and professional conduct history.

Benefits

Joining the Alaska Department of Transportation & Public Facilities (DOT&PF) offers an array of benefits, with career growth opportunities at the forefront. The department provides a dynamic and diverse work environment where employees can continually enhance their skills and advance in their careers. DOT&PF values professional development, offering training programs and mentorship opportunities.

The State of Alaska has a generous benefits package and an excellent retirement plan. For more information, visit Alaska State Benefits.

Working Environment

Working at the Alaska Department of Transportation and Public Facilities (DOT&PF) offers a uniquely challenging and rewarding environment. With Alaska's diverse and expansive terrain, coupled with its extreme weather conditions, employees may work in various locations, including remote areas and urban centers, addressing a wide range of transportation needs. Roles demand adaptability and resourcefulness as they maintain and improve roads, bridges, airports, ports, and public facilities in a state known for rugged terrain and extreme seasonal changes.

Core Competencies

• Adaptability: Adjusts planned work by gathering relevant information and applying critical thinking to address multiple demands and competing priorities in a changing environment.
• Attention to Detail: Is thorough when performing work and conscientious about attending to detail.
• Computer Skills: Uses computers, software applications, databases, and automated systems to accomplish work.
• Oral and Written Communication: Expresses information effectively to individuals or groups, taking into account the audience and nature of the information. Makes clear and convincing oral and written presentations; listens to others, attends to nonverbal cues, and responds appropriately.

Requirements

Minimum Qualifications

One year of experience performing journey-level technical duties in one or more administrative functional areas such as human resources, accounting, administration, and procurement. This experience includes work such as Administrative Assistant 2, Accounting Technician 2, Human Resource Technician 2, and similar classes with the State of Alaska or the equivalent with another employer.

OR

Two years of post-secondary education from an accredited college (32 semester hours or 48 quarter hours equals 1 year).

OR

Two years 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

Two years of any combination of post-secondary education, vocational education, and/or entry-level technical experience in one or more administrative functional areas such as human resources, accounting, administration, and procurement. (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.) The required 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.

Examples of Journey-Level Technical Duties

• Calculating or auditing timesheets, including a variety of standard premium pays such as overtime, shift differentials, hazard, recall, and standby; reviewing and correcting calculations and coding completed by other staff; coordinating the notification of employees and supervisors of entitlements and obligations.
• Determining which of several accounts, journals, and ledgers are affected by a transaction and certifying entry or adjustment; reconciling subsidiary account balance with control ledgers—for example, encumbrance, accounts receivable balance, project balance, and authorized balance.
• Purchasing supplies, materials, and equipment through vendors on the open market, contract awards, and/or other standard forms of purchasing; preparing and processing documents in the receipt, issuing, and transferring of goods; expediting the flow of goods from vendor to user.

Examples of Entry-Level Technical Experience

• 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; 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; 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.

Additional Information

At time of interview, applicants are requested to submit (if not already attached to your application):

• Three (3) professional references, including name, job title, and current phone numbers.
• Copy of academic transcripts (unofficial are acceptable, but must include the institution name/URL) if using education to verify that you meet the minimum qualifications.

Alaska Residents Only: Please check the residency definition to determine eligibility.

Airport Security Badge: Candidates for this position must be eligible for an airport identification badge in accordance with Transportation Security Administration (TSA) regulations (49 CFR 1542), which requires fingerprinting and a criminal background check. The successful applicant must pass a fingerprint-based criminal history record check, a comprehensive background investigation, and a Transportation Security Administration Security Threat Assessment.

Education Verification: To verify education used to meet minimum qualifications, fill in the Education section of the application. If you have not obtained a degree, indicate the number of units completed. Copies of transcripts are required to verify educational credentials and must be provided with each application (unofficial transcripts are acceptable but must include the institution/URL name). Transcripts can be attached at the time of application or provided at the time of interview; if not, they will be required before employment.

Foreign Education: Education completed in foreign colleges or universities may be used if deemed equivalent to U.S. education programs by a private organization specializing in interpretation of foreign educational credentials or an accredited U.S. state university. It is your responsibility to provide such evidence when applying.

Work Experience: If using work experience not already documented in your application, provide the employer’s name, your job title, dates of employment, and whether full- or part-time.