WHO WE ARE LOOKING FOR
The right fit for this position will have the following characteristics:

• Excellent written communication and editing skills
• Proficient with Microsoft Office suite of tools (Word, Excel, Publisher)
• Significant level of comfort using technology, including a desire to learn new technology
• Ability to work with a team, as well as independently
• Ability to multitask
• Positive attitude
• Strong problem solving and customer service skills
• Ability to organize and prioritize assigned tasks
• Consistent, timely, and conscientious

WHAT IS IT LIKE TO WORK IN OUR DEPARTMENT

Management Information Systems (MIS) is the primary technology support center for the CBJ. This department manages a vast range of technology throughout the CBJ. Technology is central to all business communications today, so a workday in MIS is steady, challenging, and very satisfying. Members of the MIS department work to resolve or guide our users through technology solutions.

WORKING HOURS AND LOCATION

This position works (Monday through Friday) 8am – 4:30pm. Your office would be located in downtown Juneau in City Hall.

DESCRIPTION OF WHAT YOU WILL BE DOING

This position supports all administrative functions within the Management Information Systems (MIS) Department, specifically under the supervision and direction of the MIS Director or, in their absence, the Operations Manager. This position works closely with MIS Department staff on a variety of assignments, as well as with CBJ technology users to coordinate support. This position requires strong organizational skills, independence on task completion, and the ability to provide excellent customer service to CBJ users, department staff, and contracted vendors. The successful candidate will facilitate efficient administrative management, handle some budgetary and invoicing tasks, as well as identify opportunities to improve current processes. This position is the personnel gateway for MIS, and as such, knows and executes the CBJ personnel policies and HR practices related to recruitment.

Typical responsibilities include the following: 

• Compile, draft, edit, format, and produce documents such as letters, memos, reports, forms, and charts, as assigned by the Director.
• Provide immediate clerical support to the Director of MIS and secondary support to the Operations Manager in the coordination of meetings, delivery of critical information and organizational notifications, budget related documentation, budget development processing, and invoice and payment processing.
• Represent the MIS department in face-to-face encounters with technology users and when answering phone calls, with a positive and pleasant demeanor.
• Route support requests efficiently and to the appropriate location.
• Manage user account creation, modification, and separation.
• Act as the primary point of contact for general personnel action requests, including tasks associated with recruitment.
• Work with director to track and manage the departmental budget activity, including timely payments, accurate tracking, and appropriate archiving of vendor contracts.
• Act as a travel officer for the department, making travel arrangements and reconciling travel expenses per policy.
• Reconcile and track all departmental credit card transactions.

DO I HAVE THE QUALIFICATIONS FOR THIS JOB – OUR MINIMUM QUALIFICATIONS

Education:           High School graduation or the equivalent.

Experience:          Six (6) months of entry-level technical administrative experience.

SUBSTITUTION: Post-secondary or business college training may be substituted for the required advanced-clerical experience on the basis of 2.5 semester hours (3.75 quarter hours) for one (1) month of experience (32 semester hours or 48 quarter hours is equivalent to 1 year)

Examples of Qualifying Experience: 

Advanced Clerical: Explaining administrative procedures that do not require interpretation (ex. How to submit an application) Reviewing complex or questionable applications or documents and searching files and regulations to determine accuracy of information to clarify applicant status; complete forms, letters, and memoranda using templates where higher level technical assistance is not needed; completing and reviewing forms for completeness and accuracy using well defined guidelines and procedures.

Entry Technical: Reviewing and editing standard report documents for grammar, spelling, or formatting errors (example: meeting minutes). Preparing basic purchase orders, revenue transmittals, bank deposits, or similar documents and reviewing for completeness and conformity to policy. Applies payments to accounting structure where judgement is needed and there are multiple billing categories; enter personnel transactions into HR system; release records using well-defined laws, standards, or policies where some judgment and discretion is used.

Other:               a valid Drivers’ license at time of appointment and for continued employment.

NOTE:              This is a benefited position and union represented position. For more details about benefits, please visit the                                                              following web link: https://juneau.org/human-resources/benefits

If you have questions about this position please call the Matt Scranton at (907) 586-5295.

The City and Borough of Juneau is an Equal Opportunity Employer. The CBJ also complies with Title I of the American’s with Disabilities Act (ADA). Individuals with disabilities, who require accommodation to apply for this position can contact the City & Borough of Juneau Human Resources/Risk Management HR Office at (907)586-0227, via email at [email protected] or written correspondence to 155 South Seward, Juneau, AK 99801.