NANA Regional Corporation Administrative Office Assistant II - (on-call) Kotzebue in Kotzebue, Alaska

Administrative Office Assistant II - (on-call) Kotzebue

Description

Summary

This position operates under anexemplary level of customer service, has the responsibility to answer incomingcalls, greet visitors to the building and direct them to the appropriate partywhile following security protocols. This position performs administrative tasksand must maintain the highest level of confidentiality regarding allorganizational information. This role supports all departments and providesspecific support to those departments experiencing high volume of trafficassisting shareholders. This person also interacts with all NANA companies,shareholders, employees, and clients on a daily basis.

Essential Duties and Responsibilities

* CustomerService/Receptionist Duties *

Operates in a climate ofconfidentiality requiring discretion and honoring respect for privacy.

Reports to work as scheduled, andis punctual and reliable.

Maintains a welcoming andprofessional relationship with staff and others.

Answers phone, directs calls andtransmits messages.

Provide a welcoming environment bymaintaining the coffee area and the cleanliness of the reception area at alltimes.Greet guests as they arrive.Offer coffee and a place to sit in thewaiting area if they are waiting to meet with staff.

Assists callers or visitors byreferring them to the proper person or area of inquiry, this may involve askinggeneral questions to the connect the visitor to the right individual ordepartment.

Assist shareholder visitors or guestsby making copies or faxing documents.

Welcome guests arriving formeetings and refers them to the appropriate individual or department.

Assist employees in locatingconference rooms within NANA.If furtherassistance is needed, the employee may be referred to IT to help the get accessto the conference room calendar.

Maintain the front desk log byassisting visitors in sign-in/sign-out the log as appropriate.

Maintain an updated a list ofemployees who are scheduled to be out.

Notify employee or department whentheir visitors or guests arrive.

Assists visiting staff withfinding temporary work space.

Keep the supply, mail sortingarea, reception, waiting area, coffee area, computer stations and visitoroffice areas clutter free, clean and organized.

Checks conference rooms on a dailybasis to keep them clutter free, clean and ready for the next meeting.

* Processing IncomingMail *

Promptly and accurately sortincoming mail and prepare outgoing mail to be sent.Works with supervisor to review questionableitems and route to the appropriate individual or department.

Promptly notifies supervisor and SVP/CAOof all legal process servings received by mail or delivered to the office.

Checks copier/fax machine toensure items are promptly distributed.

* Security& Safety *

Works with the Sr. Director of Lands& Facilities to address safety issues, conduct fire drills and followingevacuation procedures.

Updates office assignment listingand provides a copy to the Sr. Director of Lands & Facilities and maintainsa copy with the evaluation plan.

Participate in the buildingevacuation process by directing everyone to the muster point and conductingroll call using the visitor log and employee roster.

Unlock the main entrance at thestart of the day and ensure the office is secure before leaving at the end ofthe day by checking all windows, and locking the door.Work with maintenance regarding issues withthe door or windows.

* Administrativesupport *

Notify supervisor when inventoryof basic supply items is low and need to be re-ordered.

Receives incoming supply orders,compares items received with invoice before placing them in supply or storagearea.

Works with supervisor to updateinternal phone directory and distribute.

Operates and maintains generaloffice equipment such as copiers, fax machines, etc.Assist others as needed.

Provides notary services asneeded.

Creates binders and packets formeetings.

Cleans kitchen on a weekly basis,ensuring old food is disposed of, counter tops are cleared and wiped clean.Check inventory of basic kitchen items and works with supervisor to place orders.

Assists with special projectsand/or other duties as assigned in a prompt, through and efficient manner.

* IT Support *

Supports the IT department byassisting IT with resolution of work requests.May assist employees by sending support request to support@nana.com and notifyingthe Regional IT Administrator or designee of urgent requests.Follows up as needed to ensure urgent needsare met.

* HR Support *

Support the HR department by referringindividuals to the appropriate department for assistance.

* Application Support * – Assist HR in resetting passwords, iftraining and access has been granted. Or refer to the appropriate contact onthe NANA HR team.

* Onboarding Support * – Assist HR in completing onboardingpaperwork for NRC employees and other NANA affiliates.All other new hires are referred to NANA HRor their hiring supervisor.

* Drug Testing Support * – Refer drug testing for NRC and other NANAaffiliates to NANA Shareholder Relations.All other new hires are referred to NANA HR or their hiringsupervisor.

* Other HR Support * – Refer all other HR related inquires to thedesignated HR business partner for assistance.

* Shareholder Relations *

Assist Shareholder Relations byreferring shareholder job seekers to the NANA website to search for currentvacancies.Shareholders may search foremployment on computers located in the lobby. Additional assistance is providedby Shareholder Relations.

* ShareholderRecords *

Refer all incoming requests toupdate shareholder records or shareholder assistance needs (except foremployment) to the shareholder records department.

Refer shareholder visitors to the standardforms available in the lobby as they wait for Shareholder Records assistance.

* Duties,responsibilities and activities may change at any time with or without notice. *

Personal Qualities

Demonstrates accountability forcompleting the above mentioned tasks with minimal oversight, direction andreminders from supervisor. Incumbent must be self-motivated and able to managetheir own time to meet commitments and managed areas of responsibilities.

Demonstrate the highest level of telephoneetiquette to reflect a professionalism towards employees and visitors.

Demonstrates the ability to workwell with people to understand their needs and resolve issues, concerns orrequests as they arise.

Strong sense of accountability andorganizational skills complete tasks with proper attention to detail.

Proficient in oral and writtencommunications, ability to work well with others and listening skills.

Demonstrated ability to improve skillsand improve the delivery of services to meet the company’s needs.

Qualifications

Minimum Requirements

A high school education (or GED).

Minimum of 2 years’ clericalexperience.

Must be able to operate computer& Microsoft applications.Intermediatein Microsoft Suite: Word, Excel, PowerPoint, Outlook.

Working Conditions and Physical Requirements

Weather: Indoors - environmentallycontrolled; requires most or all work to be done inside.

Noise level: The noise level inthe work environment is usually that of a standard office atmosphere.

Description of environment: Officebuilding with standard office environment.

Physical requirements:Employee is required to occasionally liftand/or move up to 25 lbs. Frequently required to sit, stand, walk, usehands/fingers to handle or feel, climb, stoop, kneel, crouch or crawl,talk/hear, see, taste/smell, and carry weight/lift.

Travel: No

Competencies

Customer Service – Managesdifficult or emotional shareholder situations; responds promptly to shareholderneeds; solicits feedback to improve service; responds to request for serviceand assistance; meets commitments in a timely manner.

Interpersonal Skills – Focuses onsolving conflict, not blaming; maintains confidentiality; listens to otherswithout interrupting; keeps emotions under control; remains open to othersideals.

Oral Communication – Speaksclearly and persuasively in positive or negative situations; listens and getsclarification; responds well to questions; demonstrates group presentationskills; participates in meetings.

Written Communication – Writesclearly and informatively; edits work for spelling and grammar; varies writingstyle to meet needs; presents numerical data effectively; able to read andinterpret written information.

The position requires reading,detailed work, problem solving, interactions with other companies includingother NANA companies, reasoning, math, language, presentations, verbal andwritten communication, analytical reasoning, will require the employee in theposition to manage multiple concurrent tasks, and handle constant interruptions.

Required Language

Equal OpportunityEmployer/Shareholder Preference

NANA Regional Corporation is anequal employment opportunity employer. All qualified applicants will receiveconsideration for employment without regard to race, color, religion, sex,sexual orientation, gender identity, national origin, disability, veteran protectedstatus or any other characteristic protected by applicable law. NANA grantsemployment preference to shareholders of NANA and their spouses and descendantsto the extent allowed by law.

It is NANA Regional Corporationpolicy to conduct background checks, drug testing and a physical assessment, asapplicable, once an offer has been accepted, in accordance with company and/orcontract requirements.

Accommodation Request

If you are a job seeker with adisability and require accessibility assistance or an accommodation to applyfor one of our jobs, please submit a request by telephone or via email. Inorder to appropriately assist you with an accommodation, we ask that you pleasespecify the assistance needed in order to access our jobsite and post for aposition. The dedicated email and telephonic options are listed below and arereserved only for individuals with disabilities needing accessibilityassistance.

To request an accommodation bytelephone, contact us at: 1-800-478-2000

To request an accommodation byemail, contact us at recruiting@nana.com

Job: Business Administration

Company: NANA Regional Corporation

Primary Location: US-AK-Kotzebue

Shift: Day Job

Closing Date (Period for Applying) - External: Sep 28, 2018, 11:59:00 PM

Req ID: ADM00246