Administrative Assistant III, Admin Services (Anchorage) Job #22-6805

Overview

Date Posted:
1/11/2022
Job Code:
ADMINIII
Location:
Operations
City:
Anchorage
State:
AK
Country:
United States of America

Description

 

 

 

Corporate Values:  Integrity, Respectful, Leadership, Sustainable

 

Position Summary:  Performs a variety of administrative support tasks in areas such as purchasing, inventory, accounts payable/ receivable, budget preparation and other special projects that are primarily administrative in nature. 

 

Reports to:  Manager, Procurement

 

 

OVERVIEW

Incumbents must understand administrative guidelines, policies and procedures in order to apply them, or advise others on how to apply them, and monitor and evaluate the correctness of the actions being taken.

 

SUPERVISION RECEIVED AND EXERCISED:  Non-exempt, non-supervisory position.

 

Examples of Duties

Composes non-routine letters; proofreads, distributes and mails correspondence; routes incoming and outgoing departmental mail and correspondence; requiring and not requiring a supervisor’s attention, to the proper party.  

 

Distributes bid documents to interested parties.  Assists in maintaining bidders list to ensure interested parties’ receipt of documents.  Receives bids; distributes bids for bid openings; and assists with bid openings as required. 

 

Maintains and sets-up the solicitation files with adherence to the AHFC rules and regulations Sets up, maintains and archives contract and vendor files.

 

Attend pre-construction conferences; meet/greet contractors and subcontractors’ staff responsible for certified payrolls; and assist with explaining general information regarding the Davis-Bacon Act requirements.

 

Reviews certified payroll submittals and service contracts; works directly with the contractor’s staff to ensure wages, benefits, and all related compensation is calculated according to the contract and the Davis Bacon Act.  Drafts correspondence to contractors regarding problems with certified payrolls.  At the direction of department management, may be responsible for assisting with resolution to questions, problems, and audit findings related to certified payroll tasks as described in this class specification.

 

Assists the department when certified payrolls are audited by the Department of Housing and Urban Development (HUD).

 

Maintains and sets-up corporate contract files with adherence to departmental procedure.

 

Assists with the collection of funds, issues receipts and ensures that funds are applied to the proper accounts. 

 

Interviews callers and screens telephone calls; makes and cancels appointments for supported department as needed; receives complaints and requests for information, routes them for necessary action, and composes and types replies upon receipt of information.

 

May provide relief for switchboard or mailroom staff, monitor receiving area for deliveries, or assist with records requests.

 

May provide relief with courier duties. Maintain discipline in good housekeeping standards and clean work areas to insure safety measures are adhered to for a safe working environment.  Ability to recognize safety issues while lifting, operating corporate equipment/vehicles, or working in supply or records facilities.  Safe operation of company vehicles and other transport equipment, complying with Corporate vehicle policies.

 

 

Assist with the development and maintenance of the departmental intranet site.

 

Prepares statistical charts and reports; may have extensive daily data processing activity, including compiling and inputting data; gathers other source material for preparation of reports and other matters; assists in editing and writing copy.

 

Works in JADE, Mitas, pcard provider software, Origami and other data bases.

 

Performs all duties in a manner consistent with good safety practices. 

 

Other duties as required.

 

Knowledge, Skills and Abilities

 

Knowledge of Principles, practices and procedures of Corporation management and business administration, efficient office management, computers.

 

Skills and Abilities:  Mainframe and personal computers, Microsoft Office Suite, MITAS and other software applications.  Excellent typing and data entry skills are mandatory.  Ability to understand needs, priorities, policies and procedures; comprehend, compile and interpret information; function with a high degree of independence; establish and maintain cooperative relations with those contacted in the course of work.  Write clearly and prepare clear and comprehensive reports; keep complex records; comprehend written material; interpret and apply rules and instructions; and work well with the public.

Minimum Requirements

 

 

Minimum Qualifications:

 

High school graduate or equivalent and four years of progressive administrative experience in office clerical work. 

 

Must be able to prioritize tasks; and productively manage time to ensure compliance with numerous deadlines. 

 

Must be able to lift at least 30# on a regular basis during an 8 workday; bend and stretch; sit and view a computer monitor for extended periods of time.

 

Excellent communication skills.  Must be able to establish and maintain a good working relationship with department staff, other AHFC personnel, suppliers and vendors.  Must be able to read and understand written materials, interpret and follow oral and written instructions, prepare written materials at a level consistent with the job requirements. 

 

Must have a valid Alaska’s driver’s license and proof of a good driving record.

 

This is a level 12 position with an annual salary of $39,403.24 (26 pay periods).  Excellent package.

 

All external applicants tentatively selected for this position will be required to submit to urinalysis and breath alcohol testing to screen for illegal drug/alcohol use.

 

A complete job description and online the website at https://www.ahfc.us/about-us/jobs/all-job-seekers/A new AHFC application must be submitted for each position (a resume may be attached). 

 

PLEASE DO NOT APPLY AT WORKPLACE ALASKA

 

ONLY APPLICATIONS SUBMITTED ON AHFC’S WEBSITE WILL BE CONSIDERED

 

APPLICATION MUST BE RECEIVED BY 5:00 P.M., JANUARY 27, 2022

 

AHFC provides employment opportunities to low and very-low income persons, in compliance with Section 3 of the HUD Act of 1968. Public Housing Residents are encouraged to apply.

 

EQUAL OPPORTUNITY EMPLOYER