Administrative Assistant IV - HR

Administrative Assistant IV- HR

SALARY

$30.20 Hourly

LOCATION

JHAC (Juanita Helms Administration Center)

JOB TYPE

Regular Full Time

JOB NUMBER

FY26-00098

DEPARTMENT

Human Resources

DIVISION

HR PERSONNEL/PAYROLL

OPENING DATE

04/27/2026

CLOSING DATE

5/10/2026 9:00 PM Alaska

FLSA

Non-Exempt

BARGAINING UNIT

03- Non-Represented

Basic Function

Provide complex and varied office and administrative support to the Human Resources Department. Serve as administrative support to the Human Resources Director, Deputy HR Director, Risk Manager, and department staff. 

SALARY:                                    9A
REPORTS TO:                           Human Resources Director
POSITIONS SUPERVISED:      None

Typical Duties

1.    Provide full range of administrative/receptionist support functions to the Human Resources Department to include fielding telephone inquiries, providing information to the public, assisting applicants with information regarding the recruitment process, and providing other general information to the public. Perform some back-up and cross training of other positions within the department.
2.    Pick up, open, and distribute incoming mail daily. Process outgoing mail to include tracking certified mailings. Coordinate bulk mailings and large copying projects.
3.    Compose and type letters, memorandums, reports, and other communications. Edit material for grammar, punctuation, and spelling. Produce or design content for various Borough publications: brochures, flyers, social media. Compose, edit, and publish the HR newsletter using publishing software. Coordinate with other departments to solicit articles as appropriate.
4.    Maintains records of attendance and successful completion of training, tracks schedules for required initial and refresher training in Borough learning management software.
5.    Serve as Records Coordinator for department. Scan records into Records Management System. Maintain office filing systems and coordinate records retention with the Records Management Department. Provide quality control for scanned documentation into Records Management System. Maintain and update electronic file structures, perform data cleanup. 
6.       Serve as department timekeeper and fixed asset custodian. Perform capital assets custodial responsibilities for the Risk and Personnel/Payroll Divisions.  Provide other audit support, as needed. 
7.    Update and maintain both internal and external Human Resources webpages on Borough websites. Update recruitment websites. Update and maintain the Borough organizational chart and other personnel tracking programs.
8.       Responsible for the administration of the Employee Appreciation Reward program. 
9.       Responsible for maintaining the Borough Emergency Alert System for employees (RAVE). 
10.   Provide various general office tasks as assigned. Schedule the HR conference room, schedule appointments, and coordinate HR related meetings and functions. Assist with special projects as assigned.
11.   Attend meetings to record official minutes, meeting notes, and provide other administrative support to the Department Director and Managers as needed. Serve as support staff for contract negotiations. Transcribe items as needed. Assist with public records requests.
12.   Schedule and coordinate arrangements for meetings, community outreach, and special events. Chair the yearly Employee Appreciation Luncheon. 
13.   Serve as administrative support for Policy Review Committee, updating and maintaining the Borough Policies and Procedures and other committees as assigned. 
14.   Responsible for the annual Employee Service Award program and other programs as assigned.
15.   Perform first level technical support for the department. Place equipment service calls and work orders for the department. 
16.   Collect, Compile, and analyze HR related data, metrics, and statistics. 
17.   Serve as back up for HR Specialists A and B as needed. 
18.   Conduct, tabulate, and analyze biannual employee satisfaction survey. Conduct other surveys and compile data and report trends to management.
19.   Responsible for other Human Resources Department duties as assigned. 

Position Requirements

MINIMUM QUALIFICATIONS:
1.       High school diploma or equivalent. Up to one (1) year formal education in office administration/technology or related field required. Associates Degree in a business-related field is preferred.
2.    Five years of progressively responsible secretarial/administrative experience with knowledge of administrative office practices and procedures, of which two (2) years must have been dealing directly with the public.
3.    Demonstrated ability to operate a personal computer with speed and accuracy and operate other office machines. (Microsoft Word, Excel, Outlook, PowerPoint are required. Access, and Publisher experience preferred.) Type at a proficient level.
4.    Experience with automated personnel/payroll systems preferred.
5.    PREFERRED:  Ability to have and maintain a valid driver’s license and to meet insurance standards and maintain insurability under the Borough’s insurance program. If personal automobile is used for Borough business, proof of insurance at statutory limits must be provided. (A CURRENT COPY OF DRIVING RECORD WILL BE REQUIRED UPON REQUEST)
KNOWLEDGE, SKILLS, AND ABILITIES
1.    Must possess excellent interpersonal and communication skills with the ability to compose and draft complex correspondence. Ability to foster positive relationships with various stakeholders and showcase empathy. Appropriate phone etiquette is required. 
2.    Must have demonstrated punctuality and attendance. 
3.    Ability to work effectively on numerous, moderate to complex tasks in various stages of completion in a fast-paced, high production environment, while delivering excellent service to internal and external customers and maintaining excellent attention to detail.
4.    Must be able to function independently with minimal direction and perform work in an organized and professional manner under stressful situations and the pressures of short deadlines. Ability to understand and execute oral and written instructions.
5.    Demonstrated ability to deal with the public and staff in a tactful, courteous, and efficient manner. Ability to maintain effective working relationships with other employees under sometimes stressful situations.
6.    Ability to maintain confidentiality of information and ability to use independent judgment.
OTHER
1.    A PROFICIENCY TEST MAY BE ADMINISTERED. 
2.    This position requires a criminal background check.

Additional Information

JOB CONTACTS:
Continuous contact with employees at all levels of the Borough, continuous routine public contacts and frequent contacts involving outside organizations/agencies.
JOB RESPONSIBILITY:
Lead of temps, experiences many minor problems daily and an occasional major one that must be resolved using own initiative and ingenuity. The consequences of error, carelessness, or mistaken judgment require significant effort to recover.
WORK ENVIRONMENT:
General office where conditions are pleasant; good, clean conditions where minor accidents/probable hazards are negligible; requires short periods of moderate lifting, pushing or pulling (26-50 lbs.).

Benefits

The FNSB offers its employees generous benefits that include competitive pay, affordable medical, dental, and vision insurance, optional Flex-Spending Account, and retirement benefits via PERS, the state of Alaska's retirement system.

You will also enjoy 14 paid holidays and a minimum of 24 personal leave days per year for full time employees. 

Application Procedure:

 Apply Online

Individuals interested in applying for this position must submit a completed online application on or before the closing date and time as specified in the Job Posting. Online applications can be located at www.governmentjobs.com/careers/FNSB.

For additional information please call (907) 459-1202 or the Borough Direct Job Line at (907) 459-1206.

The Borough complies with the Americans with Disabilities Act (ADA). If you need an accommodation to participate in the application/interview/selection process, contact the Human Resources Office at (907)459-1202 or the EEO office.  The EEO Compliance Officer can be contacted at (907) 459-1309.

AN EQUAL OPPORTUNITY EMPLOYER