Administrative Assistant II

Apply On-lineTitle Administrative Assistant II Job Reference 21-0213 Post Date 8/30/2021 CARC Yes City/Location Fairbanks State AK Point of Hire Fairbanks, AK Company DL – Doyon Limited Reports To Shareholder Records Manager Starting Pay DOE Type of Position Regular Full-Time FLSA Status Non-Exempt Hours 8am-5pm Schedule Monday – Friday Description JOB SUMMARY: Under the supervision of the Records Manager, the Shareholder Records Administrative will assist the department staff with daily administrative duties, including general office functions. This position requires the ability to multi task and offers increasing levels of responsibilities and development.ESSENTIAL FUNCTIONS:* Greet shareholders over the phone and in the office in a professional and courteous manner* Act as back up for Records Administrators as needed; including inheritance, enrollment, and gifting* Cross train with other department staff* Oversee temporary personnel when necessary* Keep Stockholder Records’ filing up-to-date and accurate* Prepare files for new shareholders and monitor alphabetic order of files* Perform administrative assistance* Fill in at front desk as needed* Provide and receive information from other departments in the company, outside agencies, shareholders, etc. through clear communication* Generate shareholder enrollment ID letters and Payment Verification reports upon request* Organize department supplies* Maintain adequate quantity of office supplies, printed materials, and promotional items* Organize file room to maintain maximum variety and quantity of needed materials in a minimum amount of space* Monitor Stockholder Records’ off-site storage areas* Update shareholder information as necessaryAdditional Responsibilities:* Monitor and maintain copier: order supplies, change toner and dry ink, and call repairman as needed* Prepare periodic mailings of stock certificates for 18-year-olds, inheritance, and requested reissues* Mail or prepare packages of promotional items for special meetings of the board or staff* Other duties as assignedDOYON LIMITED CORE COMPETENCIES:* Commitment to Excellence – Identifies what needs to be done and takes action to achieve a standard of excellence beyond job expectations.* Corporate Values- Understand, embraces, and integrates Doyon corporate values into everyday duties and responsibilities.* Customer Service – Identifies and responds to current and future client needs by providing excellent service to internal and external clients.* Safety and Security – Promotes a safe work environment for co-workers and customers.* Teamwork – Resourceful team player that builds, strengthens, and maintains collaborative relationships with others inside or outside the organization.JOB SPECIFIC COMPETENCIES:* Administrative Skills – Perform a variety of responsible and confidential office, clerical and professional administrative duties.* Attention to Detail – Ensure one’s own and other’s work and information are complete and accurate.* Communication Skills – Listen, write, and speak effectively, and positively relate and interact with co-workers and others.* Conflict Resolution – Prevents, manages, and/or resolves conflict.* Dependability – Consistently adhere to operational standards, ensure smooth operations and positive customer experiences, build a productive workplace, is reliable, and improves team morale.* Independence – Work with minimal supervision.* Time Management – Manage time effectively when accomplishing tasks, projects, and goals.* Willingness to Learn – Willing to learn new skills or techniques to meet the demanding changes of job duties and responsibilities.SUPERVISION:* This position hires and supervises temporary personnel when necessary.Requirements REQUIRED QUALIFICATIONS:* High School Diploma or GED Equivalent.* Proficiency with Microsoft Word, Excel, and Outlook* Must have excellent communication, customer service, and project organizational skills, and be able to work independently as well as within a team atmosphere* Must understand and be committed to confidentiality* Valid Driver’s license, ready access to a registered vehicle and must be able to provide proof of state required insurance on registered vehicle* One year in operating office machines; such as copiers, scanners, facsimile machines, voice mail systems and personal computers* Mandatory COVID-19 vaccination – effective September 1, 2021, all new employees hired to work at Doyon, Limited are required to be fully vaccinated against the COVID-19 virus on the day they begin work. “Fully Vaccinated” is defined as: more than two (2) weeks following receipt of the second dose of a two-dose vaccine, or more than two (2) weeks following receipt of one (1) dose of a single-dose vaccine, including any booster shoots authorized by federal or state health authorities.PREFERRED QUALIFICATIONS:* One year working in an office environment preferred* One year experience using a multi-line phone system answering and directing inquiries in an organization with a high volume of calls preferred* Three year experience in operating office machines, such as photocopiers and scanners, facsimile machines, voice mail systems and personal computers preferred* Familiarity with Alaska Native Claims Settlement Act lands issues and/or resources exploration a plusWORKING CONDITIONS: The work is generally sedentary, requiring routine walking, standing, bending and carrying items weighing less than forty pounds.WORKING ENVIRONMENT: The majority of work is performed in a professional office setting with a wide variety of people with differing functions, personalities and abilities.PHYSICAL DEMANDS: The work is generally sedentary, requiring routine walking, standing, bending and carrying items weighing less than forty pounds. [Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions].REASONABLE ACCOMMODATION: It is Doyon’s business philosophy and practice to provide reasonable accommodations, according to applicable state and federal laws, to all qualified individuals with physical or mental disabilities. With respect to mandatory COVID-19 vaccination, a workplace accommodation may be available based on the Americans with Disabilities Act, for a disability that prevents vaccination, or under Title VII of the Civil Rights Act of 1964, based on a religious/ethical belief against vaccination. Accommodation requests should be made, in writing to the Human Resources Department.PREFERENCE STATEMENT: Doyon grants preference to qualified Doyon Shareholders first, and second to qualified shareholders of other Alaska Native corporations that grant a similar preference in all phases of employment and training, which include, but are not limited to hiring, promotion, layoff, transfer, and training.This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employee(s) will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.A review of this position has excluded marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and responsibilities are essential job functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent(s) will possess the skills, aptitudes and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills or abilities.This job description is not an employment agreement or contract, implied or otherwise, other than an “at will” relationship. Management has the exclusive right to alter the scope of work within the framework of this job description at any time without prior notice.Apply On-line Send This Job to a Friend* Employee Portal* Contact Us* Sitemap* Privacy Policy* Employee Portal* Contact Us* Sitemap* Privacy Policy© 2019© Doyon, Limited