Job Description

This recruitment is open to Alaska residents only.

The Department of Commerce, Community and Economic Development
Office of the Commissioner
is recruiting for an Executive Assistant to join our team.

Are you an organized professional with a high level of initiative and strong communication and interpersonal skills?

Are you interested in working with a driven team, focused on promoting a healthy economy, strong communities, and protection for consumers?

Do you enjoy providing administrative assistance to department leadership?

If so, the Executive Assistant position within the Department of Commerce, Community, and Economic Development Commissioner\'s Office may be for you!

What you will be doing:
This individual performs as an executive assistant to the Commissioner and manages the Office of the Commissioner and Office of International Trade independently and with minimum direction. This person must consistently demonstrate a high degree of professionalism, initiative, judgment, independent action, organization, tact, discretion, and confidentiality.

Our organization, mission and culture:
The department\'s mission is to promote a healthy economy, strong communities, and protect consumers in Alaska. Our culture is a friendly and supportive environment that fosters accountability, cooperation, respect for each other, and professionalism.

The benefits of joining our team:
This position is a central hub for the department. You will be joining a team of dedicated, wonderful professionals who work together effectively and efficiently to support our mission. On a daily basis, you will work with the Commissioner, Commissioner\'s Office staff, and the divisions and corporate agencies within the department in both Anchorage and Juneau. This is a great place to work with excellent, resourceful teammates and co-workers. You will also periodically interact with other departments, the Governor\'s Office, members of the Alaska Legislature, and members of the public.

Where you will be working:
This position is located in our main offices in Juneau on the 9th floor of the State Office Building. Our office has recently-updated furnishings and is centrally located in downtown Juneau. Hybrid telework options in the Juneau area may be available. The work environment is friendly, professional, and collaborative.

Essential Functions of the Executive Assistant position:

• Serves as the point of contact for the department and lead administrative support position for the executive staff of the Commissioner\'s Office and Office of International Trade - in both Anchorage and Juneau.
• Creates and edits documents and reports for completeness, consistency, and clarity. Finalizes documents for Commissioner\'s signature and prepares for disbursement. Provides quality control review of documents on agency letterhead. Provides administrative reviews and assists on outgoing correspondence.
• Plans, develops and/or supervises the development and maintenance of internal document control forms and procedures to capture data and maintain historical knowledge.
• Maintains calendars of the executive staff within the Commissioner\'s Office and Office of International Trade.
• Provides administrative support for department meetings, including scheduling, invites, technological assistance, creation of the agenda, and distribution of meeting packets.
• Provides help and guidance to a variety of sources seeking answers or assistance, including the Governor\'s Office, Lt. Governor\'s Office, other State of Alaska departments, and other private and public entities and individuals. Determines priority of callers\' needs and decides whether to schedule appointments with Commissioner\'s Office staff, or direct callers to other appropriate staff or agencies. This requires in-depth knowledge of the department\'s divisions, corporations, programs, staff, and assignments.
• Maintains strict confidentiality of sensitive information, ensuring that such information is not disclosed to those who do not have a business need or a legal right to know such information.
• Distributes and tracks completion of responses to Governor\'s Office requests for departmental reply.
• Receives and tracks all Alaska Public Records Act requests received by the department. Assigns requests to appropriate divisions and ensures timely and accurate responses. Acts as departmental lead for inputting department record requests and responses into the Department of Administration tracking system.
• Makes travel arrangements and reservations for the Commissioner\'s Office; submits necessary documentation upon return of the traveler(s); and manages the approval process for all travel requests within the department.
• Compiles and updates the Commissioner\'s Office and Office of International Trade staff\'s annual travel plans.
• Drafts and submits purchase request through the State of Alaska accounting system (IRIS) and procurement system on behalf of the Commissioner\'s Office and Office of International Trade.
• Performs information research and data gathering in support of executive level decisions and management processes.
• Ensures information coordination to preserve institutional knowledge. Develops, plans, and makes recommendations to meet current and future archives and records management needs. Performs records management work such as devising records retention schedules or assisting in records management systems.
• Greets visitors in the Anchorage Office and arranges for reception of visitors in the Juneau Office. Arranges back-up coverage for the Commissioner\'s reception desk and phone lines when out of the office.
• Maintains master file of Commissioner\'s delegations of authority, and ensures that current versions are posted and available to staff.
• Transmits and tracks department requests to recruit and hire for department positions.
• Responsible for the records retention of all Commissioner\'s Office and Office of International Trade\'s files and documents.
• Organizes and makes arrangements for the department events on behalf of the Commissioner\'s Office.
• Assists the Commissioner\'s Office in keeping the website up to date with meetings notices, program fact sheets, public resources, and current news.
• Other duties as assigned.

To be successful in this position a candidate will the following knowledge, skills, and abilities:

• Strong and effective communication and interpersonal skills.
• Strong organizational skills and ability to prioritize multiple tasks with frequent interruptions.
• High-level of customer service, including the ability to anticipate and meet the needs of both internal and external customers.
• High degree of initiative and self-management; including the ability to generate high quality work products and services with minimal direction and supervision.
• Ability to adapt quickly and reprioritize planned work based on the department needs, while ensuring all deadlines are still met.
• Ability to work cooperatively and effectively with various state agencies, public, and financial institutions.
• Ability to comprehend and act on oral and written directions with minimum explanation.
• Ability to function with a high degree of confidentiality and independence.
• Ability to gather and summarize information, data, and statistics on assigned topics and programs; identify information sources, often from several different agencies; obtain information and data, identify discrepancies between sources and make revisions if necessary; and compile the information into a usable format and prepare a synopsis or summary.
• Proficient writing abilities, including the ability to write in a brief, clear, and organized manner, with minimal grammatical, punctuation, and spelling errors.
• Skills in typing (approximately 60wpm), proofreading, phone etiquette, and multi-tasking.
• Ability to prepare comprehensive summaries of reports and correspondence, and compose letters and reports.
• Proficient use of computer information systems and standard business software including Microsoft Office (Outlook, Word, Excel, and Power Point).
• Ability to use discretion and independent judgement in evaluating information.
• Ability to perceive and understand the ramifications of actions taken and information processed.
• Ability to use tact in dealing with staff, stakeholders, and the public; and to maintain effective working relations and communications with governments officials and the public.
• Ability to learn new platforms and programs as needed.

Minimum Qualifications

Desired Qaulifications:

Four years of work experience as a Secretary, Executive Secretary, Administrative Assistant, Law Office Assistant, or the equivalent.

A Bachelor\'s degree is preferred, but not required.

Additional Required Information

Documents to submit in order to be considered for this position:

• Please submit a current and professional resume that includes all of your work history;
• A cover letter outlining how you meet the desired minimum qualifications for this position, address the above job responsibilities and describe your knowledge, skills, and abilities as bulleted above. This cover letter will be used to determine which applicants will move on to the interview process; and
• Post-secondary transcripts, if using to meet the desired minimum qualifications.

Documents needed at the time of interview:
If you are selected to advance to the interview phase of the recruitment process, you must provide the following at the time of the interview.

• Copies of your most recent evaluation(s); and
• Three (3) professional references who have had supervisory responsibility over you along with their daytime contact phone numbers.

Please submit all required items to by 5 PM AKST August 25, 2023.

Special requirement of this position:
This position may require travel.

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

If you have specific questions regarding the position, please contact: (907) 465-2506.

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