Job Description

Job Summary

This position is responsible for providing specialized administrative support for the operations of an assigned Borough division.

Work is performed and duties are carried out in accordance with established policies, procedures, and Borough core values: Accountability, Customer Focus, Dedication, Integrity, Responsiveness and Teamwork.
In addition to the general Administrative Assistant duties outlined in the job description, the Planning Division Administrative Specialist also offers support to six long-range Planners in the development of various land-use plans, projects, and reports. Our 2023/2024 Plans and Projects include: Borough-Wide Comprehensive Plan Safe Routes to School Walking Routes Capital Improvement Program Public Transit Continuity Plan Metropolitan Planning Organization Historic Preservation Plan 2024 Alaska Board of Fish meetings and Mat-Su 2024 Arctic Winter Games Coordinated Plan Implementation Official Streets and Highways Plan Implementation Bike and Pedestrian Plan Implementation Platting Proposal Reviews Planner Platform monthly eNewsletter, and Website, social media, and in-person education, outreach, and public engagement for each project The Planning Division Admin also assists with Clerking our boards and commissions, including: Transportation Advisory Board Historic Preservation Commission Fish and Wildlife Commission Pre-Metropolitan Planning Organization Policy Board and Steering Committee Comprehensive Plan Steering Committee and The Planning Commission In the future, the Division may take on the responsibility for managing a new Public Transit Advisory Board and take over management of the Health and Human Services Advisory Board. The Planning Division Administrative Assistant is an integral member of our collaborative and dedicated team.

If reading this job summary sounds like exciting work, and you meet the minimum qualifications, we invite you to apply

Pay Grade

K1 - DOE

Minimum Requirements

High school diploma or equivalent, and specialized training in the field of work including college courses, certificate program, apprenticeship, etc.

Five (5) years of progressively responsible experience in the occupational field, sufficient to understand the major duties of the position, and to be able to answer questions and resolve problems. Experience related to the work performed by the division is preferred.

Possession of or ability to readily obtain a valid driver\'s license issued by the State of Alaska for the type of vehicle or equipment operated.

Possession of or ability to obtain Notary Public Commission from the State of Alaska within six months if required for assigned area.

Must successfully pass a pre-employment drug screen and background check with acceptable results.

Completion of required Incident Command System (ICS) courses in accordance with established Borough policy.

Duties/Responsibilities

• Billing: Prepares disbursement requests to process invoices for payment; tracks and prepares Division Manager\'s expenses for payment. Prepares and executes various financial and responsibility agreements. Prepares purchasing requests, codes letters of authorization and invoices, bills for cost recovery and other services, and processes claims for reimbursement.
• Budget: Participates in Division budget preparation. Monitors budget expenditures and performs budget adjustments as necessary following financial procedures. Maintains and updates internal project tracking data to include budgeted amounts, costs to date, notices to proceed, completion progress, change orders and related costs, final and substantial completion dates, and other specific information as needed. Assists in project management and/or project close-out.
• Correspondence: Creates, composes, edits, produces and/or distributes varied correspondence, legislation, reports, meeting minutes, advertisements, mailings, notices and other materials, from machine or oral dictation, drafts, or general instructions; obtains, organizes, and plans suitable presentation of content; reviews work for format consistency, grammatical construction and typographical accuracy; presents finished materials for review, or distributes.
• Customer Service: Commits to satisfying internal and external customers, within the scope and responsibility of position; builds and maintains customer satisfaction with the services offered by the organization. Treats customers courteously; shows interest in, anticipates, and responds timely to customer needs; focuses on the customer\'s needs, rather than own. Explores options when unable to deliver a requested product or service, and pursues solutions until the customer is satisfied; provides status reports and progress updates to customers; seeks customer feedback and ensures needs have been fully met. Recognizes adverse customer reactions and develops better alternatives.
• Data Entry: Inputs data into computer database systems; retrieves, verifies, and corrects information from the computer system.
• Division Liaison: Provides liaison with supervisor\'s contacts within and outside the organization; obtains and disseminates information; conveys supervisor\'s directions to subordinates and department staff. Obtains, compiles, and presents in suitable form a variety of materials related to the supervisor\'s work; assumes responsibility for one or more division functions or completes special assignments, as assigned.
• Hiring: Process paperwork related to hiring of division employees; may check references of a potential employee; will determine and complete necessary pre-hire activities to include making sure the employee has the equipment they need prior to their first day of work; may participate on interview team.
• Mail: Opens incoming mail and sorts into convenient categories for review; attaches related material when appropriate; prepares some replies independently.
• Meetings: May facilitate and/or serve as Parliamentarian for Borough boards and commissions associated with the Division\'s scope of responsibility. Prepares meeting agendas and assembles packets of materials; records and prepares meeting minutes. Serves as Recording Secretary at internal Division meetings, prepares agendas, notifications, background materials; takes minutes at meetings; and processes post-meeting documents.
• Payroll: May track and verify time records, gets information to the Finance Department in a timely fashion.
• Phones: Screens the supervisor\'s telephone calls; determines which matters can be handled independently; refers some to another office or person to handle; responds to inquiries without advice or direction; maintains appointment calendar.
• Records & Records Coordination: Serves as the main Records Coordinator for the Division. Establishes and maintains files, records, and other information sources related to work in compliance with the Borough Records Management Program; and provides assistance and direction to the other Record Coordinators in the Division. Assists the Division Manager and other staff with any public records requests by gathering documents and making records available.
• Research: Obtains, compiles, and presents in suitable form a variety of materials related to the Division Manager\'s work; completes special assignments, as assigned; may apply for and track grants from various agencies for the Division.
• Scheduling: Maintains appointment and event calendars, keeps suspense file on recurring and other scheduled requirements for replies and reports.
• Supplies & Equipment: Maintains supplies inventory, orders supplies, prepares disbursement requests to process invoices for payment; tracks and prepares division expenses for payment. Enters help tickets into the appropriate system for repairs of systems or equipment.
• Tracking: Gathers or searches for information from various documents; records information; makes adjustments or corrections; compares or verifies information; compiles data from source documents; computes numerical data.
• Travel: Makes arrangements and coordinates travel schedules and reservations for meetings, training, and travel away from main work site location for Division personnel; may assess several alternatives which involve minor research.
• Website: May provide website design and updates to the work unit and/or division webpage.
• Performs related work as required.

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