Administrative Officer 2 (PCN 084023)

Job Description

The Division of Insurance consists of highly motivated individuals, that believe in the power and importance of teamwork. We strive to make everyone feel welcomed and appreciated. The division's administrative section fosters an environment where hard work and determination are noticed and appreciated. The Division encourages advancement within the Division, Department, and State of Alaska.

The working conditions you can expect:

This position is on the 9th floor of the State Office Building in downtown Juneau, Alaska. The 9th floor also houses other divisions within the Department of Commerce, Community, and Economic Development. The office consists of floor to ceiling windows that allows natural light to flow in the building. From the 9th floor we can view of the Governor's mansion and Juneau's beautiful mountain ranges.

What you will be doing:
The Administrative Officer 2 is responsible for coordinating and performing the administrative support functions of the Division of Insurance. They are a part of Division leadership, and involved in strategic planning for the division, and problem solving for issues that involve multiple variables and conflicting needs. This position manages financial operations; expenditure and revenue projections; develops the division`s management plan and budget scenarios, works closely with the Deputy Director on personnel matters, as well as procurement projects.

Who we are looking for:

• Attention to Detail: Is thorough when performing work and conscientious about attending to detail.
• Budget Administration: Knowledge of the principles and practices of budget administration and analysis; including preparing, justifying, reporting on, and executing the budget; and the relationships among program, budget, accounting, and reporting systems.
• Financial Management: Prepares, justifies, and/or administers the budget for program areas; plans, administers, and monitors expenditures to ensure cost-effective support of programs and policies; assesses financial condition of an organization.
• Problem Solving: Identifies problems; determines accuracy and relevance of information; uses sound judgment to generate and evaluate alternatives, and to make recommendations.
• Writing: Recognizes or uses correct English grammar.

Minimum Qualifications

Any combination of education and/or experience that provides the applicant with competencies in

• Administration and Management: Knowledge of planning, coordination, and execution of business functions, resource allocation, and production.
• Analytical Thinking/Problem Solving: uses a logical, systematic, sequential approach to address problems or opportunities or manage a situation by drawing on one’s knowledge and experience base and calling on other references and resources as necessary.
• Budget Administration: Knowledge of the principles and practices of budget administration and analysis; including preparing, justifying, reporting on, and executing the budget; and the relationships among program, budget, accounting, and reporting systems.
• Financial Management: Prepares, justifies, and/or administers the budget for program areas; plans, administers, and monitors expenditures to ensure cost-effective support of programs and policies; assesses financial condition of an organization.
• Organizational Awareness: Knows the organization's mission and functions, and how its social, political, and technological systems work and operates effectively within them; this includes the programs, policies, procedures, rules, and regulations of the organization.

Equivalent to those typically gained by:

Any combination of preparatory post-secondary education and/or progressively responsible experience providing administrative support to a business or organization, business administration, public administration, finance, banking, accounting, industrial relations, marketing, human resource management, logistics and supply chain management, or a similar business field.

Special Note:
“Competencies” means a combination of interrelated knowledge, skills, abilities, and behaviors that enable a person to act effectively in a job or situation.

“Typically gained by” means the prevalent, usual method of gaining the competencies expected for entry into the job.

“Training” and “education” in this guidance are synonyms for the process of acquiring knowledge and skills through instruction. It includes instruction through formal and informal methods (such as classroom, on-line, self-study, and on-the-job), from accredited and unaccredited sources, and long-duration (such as a post-secondary degree) and short-duration (such as a seminar) programs.

“Progressively responsible” means indicating growth and/or advancement in complexity, difficulty, or level of responsibility.

Additional Required Information

Our organization, mission, and culture:

The mission statement for the Division of Insurance is to regulate the insurance industry to protect Alaskan consumers. The Division of Insurance is a small division that consists of 48 positions split between Anchorage and Juneau with the Director based in Juneau. The administrative section within the division fosters an environment for learning and growth. We encourage critical thinking and value hard work, dependability, teamwork, and accountability.

At time of application, please include these items:

• A copy of academic transcripts (unofficial are okay; please ensure that the institution name/URL is listed on the transcripts) if being used to support that you meet the minimum qualifications;
• Three professional references (or can be provided at time of interview;
• Three most recent evaluations (or can be provided at time of interview); and
• Attach a professional writing sample of no longer than 2 pages which can be an email or a letter or other applicable communication.

Education:
To verify education being used to meet the required 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 credentials being 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 not provided, transcripts will be required prior to appointment.

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.

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.

Notice:
Questions regarding the application process can be directed to the Workplace Alaska hotline at 800-587-0430 (toll free) or (907) 465- 4095. 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

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 1-800-587-4095 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.

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 at:

Heather Carpenter, Acting Director

Phone: (907) 465-2518heather.carpenter@alaska.gov

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 https://drb.alaska.gov/help/plans.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 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 https://drb.alaska.gov/retiree/ for additional information
Paid Leave & Other Benefits

• Personal leave with an accrual rate increase based on time served
• Twelve (12) paid holidays a year

01 What is your level and knowledge of administrative processes necessary to support the operations of an agency, including fiscal and accounting practices; procurement and property management; payroll and human resources. How would you rate yourself on a scale of 1-5, 5 being exemplary knowledge in all areas. Please support this rating in your application.

• Level one (1) - with support information in my application.
• Level two (2) - with support information in my application.
• Level three (3) - with support information in my application.
• Level four (4) - with support information in my application.
• Level five (5) - with support information in my application.

02 Do you have a working knowledge of the State of Alaska's budget practices, procedures and terminology, including the use of the Alaska Budget System (ABS), IRIS Financial and Procurement (FIN/PRO), IRIS Human Resource Management (HRM), and Workplace Alaska (WPA)? How would you rate yourself on a scale of 1-5, 5 being exemplary knowledge. Please support this rating in your application.

• Level one (1) - with support information in my application.
• Level two (2) - with support information in my application.
• Level three (3) - with support information in my application.
• Level four (4) - with support information in my application.
• Level five (5) - with support information in my application.

03 Please select your level of experience multi-tasking with frequent interruptions, as demonstrated in your work history.

• None – my prior positions did not require multi-tasking with interruptions.
• Seldom – my prior positions required some multi-tasking with few interruptions.
• Regularly – my prior positions required multi-tasking that was regularly interrupted.
• Frequently – my prior positions required multi-tasking that was frequently interrupted.

04 What is your level of experience with written communication for various audiences such as direct reports, fellow peer supervisors, and division or department leadership?

• None – my prior positions did not require written communication for various audiences.
• Some – my prior positions required some written communication mostly with peers.
• Regularly – my prior positions required written communication for various audiences on a regular basis.
• Frequently – my prior positions required written communication for various audiences daily.

Required Question