NANA Regional Corporation Administrative Office Assistant II (On-Call) in Kotzebue, Alaska
Administrative Office Assistant II (On-Call)
Thisposition operates under an exemplary level of customer service, has theresponsibility to answer incoming calls, greet visitors to the building anddirect them to the appropriate party while following security protocols. Thisposition performs administrative tasks and must maintain the highest level ofconfidentiality regarding all organizational information. This role supportsall departments and provides specific support to those departments experiencinghigh volume of traffic assisting shareholders. This person also interacts withall NANA companies, shareholders, employees, and clients on a daily basis.
Essential Duties andResponsibilities
Customer Service/Receptionist Duties
Reports to work as scheduled, and ispunctual and reliable.
Answers phone and directs calls ortransmits messages as required.
Assists callers in contacting theproper person or area of inquiry, this involves appropriately screening thevisitor and detailed notification to the correct department of the visitors’information and reason for the visit.
Greets visitors to the office andfollows established security protocol. Assists shareholders, visitors,applicants, new hires, employees and the public in making contact with theproper person or area within the building or company-wide.This involves appropriate screening of thevisitor and detailed notification to the correct department of the visitor’sinformation and the reason for the visit.
Notifies supervisor and VP/COO of allprocess servings.
Sort and process incoming and outgoingmail, including preparing items for shipment.
Manages conference room schedule andassists employees in locating conference rooms within NANA.
Facilitates the approval of meetingroom requests for outside entries. Reviews building protocols includingreviewing evacuation procedures with the host.
Operates and maintains a variety ofgeneral office machines or equipment such as copiers, fax machines, etc.
Maintains the cleanliness ofconference rooms, mail room, coffee area or kitchen and shared work areas.
Follows up on facility maintenance andsupport issues.
Security & Safety
Works with others on following safetyrules
Works with the Director of Safety andFacilities to address safety issues, conduct fire drills and following evacuationprocedures.
Familiar with building layout andsecurity protocols.Instructs visitorsto sign-in/sign-out the log as appropriate.
Ensures only authorized individualsgain entrance to internal offices.
Participate in the building evacuationprocess, including maintaining check off lists and muster locations.
In coordination with your supervisorand the Director of Safety and Facilities, monitors door, security alarms,emergency exits, emergency calls including ensuring properly locking orunlocking the entrance during work hours.
Administrative support duties
Performs general office dutiesincluding general written or electronic correspondence.
Maintains office assignment listingand provides updates to the Director of Facilities & Safety and others asneeded.
Manages storage archives forretention, protection, retrieval, transfer, and disposal of records.
Provides notary services as needed.
Executive office support
Creates binders and packets formeetings.
Works with the senior executiveassistant to maintain the cleanliness of the President and VP/COO office,including stocking office with office and meeting supplies.
Coordination of procurement & logistics
Manages incoming requests forpurchases.Uses internet resources tomanage purchasing and shipping costs.Cross-trains others on utilizing existing resources.
Purchases basic office supplies forthe office, then processes invoices by coding and obtaining approval forpurchases.
Manages the pickup and delivery ofpackages as needed.
Maintains office efficiency byoverseeing maintenance, upkeep of equipment and supplies.
Assigns workspace to incoming visitorsand staff.
Selects and trains on-call supportstaff. Schedules and assign and follows up on work results.
Contributes to team effort byaccomplishing related results as needed.
Maintains a friendly and professionalrelationship with staff and others.
Operates in a climate ofconfidentiality requiring discretion.
Supportsthe IT department by assisting IT with resolution of work requests.
May assist users by sending supportrequest to email@example.com and notifies the IT Director of urgent requests.
Follows up as needed to ensurecompletion.
Supportthe HR department by assisting with HR related inquires made of Recruiting,Onboarding, Benefits, and Employee Relations.This involves assistance including but not limited to:
Provide appropriate forms.
Processes verification of paperwork toensure all relevant information has been completed.
Pre-employment UA screening may beconducted as needed. Being discreet is essential.
Screen new hires to ensure they haveproper I-9 documentation prior to notifying onboarding; this may requireinstructing new hires of appropriate documents as needed.
Refers inquiries for employment to theNANA website; assist new hires with password resets and applying for jobs onapplicant computers.
Completes report on shareholderrelated tasks.
* Shareholder Records *
Assist Shareholders with allShareholder Records forms and make copies of documents needed for the forms.
Assist shareholders over the phonewith, and process: change of address forms, shareholder verification, SH NANAcard, and dividend confirmation requests, in Granite.
Correspond and print emails anddocuments received from shareholder records e-mail.
Screen and transfer calls toappropriate SHR Employee.
Open and sort Shareholder RecordsMail.
Other Duties as Assigned.
Assists with special projects and/orover flow work as assigned.
May be assigned to code incominginvoices for other departments and provide support in scanning documentselectronically.
Duties, responsibilities and activities may change at any timewith or without notice.
Ability to work with minimalsupervision.
Demonstrate a high level of personalintegrity.
Ability to demonstrate appropriatetelephone etiquette.
Ability to work well with peopleindividually or in groups.
Self-motivated and able to managetheir own time to meet commitments and manage areas of responsibilities.
Strong organizational skills andability to manage multiple tasks with proper attention to detail.
Ability to analyze and problem solve.
Proficient in oral and writtencommunications, interpersonal and listening skills.
Ability to self-manage work load andmeet deadlines.
Willingness to learn advance softwareskills.
A high school education (or GED).
Minimum of 2 years’ clericalexperience.
Must be able to operate computer &Microsoft applications. Proficient in Microsoft Suite: Word, Excel, PowerPoint,Outlook.
Driver’s License with a driving recordthat meets NANA’s insurance requirements.
Working Conditions andPhysical Requirements
Weather:Indoors - environmentally controlled; requires most or all work to be doneinside.
Noiselevel: The noise level in the work environment is usually that of a standardoffice atmosphere.
Descriptionof environment: Office building with standard office environment.
Physicalrequirements:Employee is required tooccasionally lift and/or move up to 25 lbs. Frequently required to sit, stand,walk, use hands/fingers to handle or feel, climb, stoop, kneel, crouch orcrawl, talk/hear, see, taste/smell, and carry weight/lift.
Customer Service – Manages difficultor emotional shareholder situations; responds promptly to shareholder needs;solicits feedback to improve service; responds to request for service andassistance; 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 – Speaks clearlyand persuasively in positive or negative situations; listens and getsclarification; responds well to questions; demonstrates group presentationskills; participates in meetings.
Written Communication – Writes clearlyand informatively; edits work for spelling and grammar; varies writing style tomeet needs; presents numerical data effectively; able to read and interpretwritten information.
Theposition requires reading, detailed work, problem solving, interactions withother companies including other NANA companies, reasoning, math, language,presentations, verbal and written communication, analytical reasoning, willrequire the employee in the position to manage multiple concurrent tasks, andhandle constant interruptions.
EqualOpportunity Employer/Shareholder Preference
NANARegional Corporation is an equal employment opportunity employer. All qualifiedapplicants will receive consideration for employment without regard to race,color, religion, sex, sexual orientation, gender identity, national origin,disability, veteran protected status or any other characteristic protected byapplicable law. NANA grants employment preference to shareholders of NANA andtheir spouses and descendants to the extent allowed by law.
It isNANA Regional Corporation policy to conduct background checks, drug testing anda physical assessment, as applicable, once an offer has been accepted, inaccordance with company and/or contract requirements.
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Job: Business Administration
Company: NANA Regional Corporation
Primary Location: US-AK-Kotzebue
Shift: Day Job
Closing Date (Period for Applying) - External: Jul 14, 2018, 11:59:00 PM
Req ID: SHA00287