Stock Administrative Assistant

📁 Office & Administrative Support 📅    26000515 Requisition # 📅    13 Total Views Apply for Job Share this Job Sign Up for Job Alerts Under the general direction of the Stock Manager, the Stock Administrative Assistant provides front-desk coverage and administrative support for the Stock Department. This position greets and assists shareholders, visitors, and callers; responds to routine inquiries regarding stock and dividend matters; supports Stock Technicians through document intake, tracking, and file maintenance; assists with heirship documentation coordination and related research support; processes and routes shareholder forms and correspondence; and provides administrative support for dividend and annual election-related activities.

ESSENTIAL DUTIES AND RESPONSIBILITIES

(and other duties as assigned) Greet visitors and determines nature of business and announces visitors to appropriate personnel, escorting them to the appropriate location . Support Stock Technicians with heirship research and documentation coordination, including contacting outside agencies as directed, communicating with shareholders or potential shareholders to request and collect heirship documents, and entering clear, timely system notes to document actions taken and materials received. Perform a secondary check of Stock Technician work items for completeness and adherence to documented procedures; escalate questions or discrepancies to the Stock Manager/assigned Technician. Keeping organization of files in line with department filing requirements, performing basic filing and recordkeeping . Assist ASRC shareholders with questions and difficulties relating to their stock and dividends. Assist Stock Technicians at local outreach events or Informational meetings. Answer incoming telephone calls, determines purpose of callers, and route calls to the appropriate employee or department using standard telephone etiquette and procedures, taking messages and scheduling appointments. Answer questions about the Stock Department and provide callers with address, directions, and other routine information. Takes and delivers messages or transfers calls to voice mail when appropriate personnel are unavailable. Retrieves messages from voice mail and forwards to appropriate personnel. Track calls and follow-up calls to shareholders. Update shareholder/stock information in internal systems as assigned; maintain records, forms, and materials in an orderly and confidential manner. Receives mail, documents, packages, and courier deliveries and delivers or distributes items. Performs administrative and clerical support tasks. Assist with processing stock enrollment requests and related documentation in accordance with departmental procedures; verify completeness and route for appropriate review/approval. Assist shareholders in completing required forms during in-office visits (e.g., affidavits of heirship, notary-related forms), ensuring documentation is accurate, complete, and properly executed. Coordinate Power of Attorney documentation by preparing packets, checking for required signatures/notary elements and completeness, routing to Legal for entry into the system, tracking status through completion, and filing/retaining records per department requirements. Assist with the annual ASRC election activities, including annual meeting and informational meetings (including village travel), and provide administrative support for election-related communications and documentation. Assist with receiving, assimilating, documenting, and processing a variety of shareholder and decedent records (including heirship-related documentation); distribute materials as appropriate, update internal records/systems, and maintain confidentiality and accurate files.

LEADERSHIP COMPETENCY REQUIREMENTS FOR INDIVIDUAL CONTRIBUTOR LEVEL

ASRC's Core competencies include Leading Self, Leading People and Leading the Organization. In addition to our core competency model, our framework includes competencies specific to the various levels of positions within our company. For more information on our core competencies please contact the HR Department and reference the ASRC Leadership Framework. Customer Focus Is dedicated to meeting the expectations and requirements of internal and external customers; gets first-hand customer information and uses it for improvements in products and services; acts with customers in mind; establishes and maintains effective relationships with customers and gains their trust and respect. Drive for Results Can be counted on to exceed goals successfully; is constantly and consistently one of the top performers; very bottom-line oriented; steadfastly pushes self and others for results. Problem Solving Uses rigorous logic and methods to solve difficult problems with effective solutions; probes all fruitful sources for answers; can see hidden problems; is excellent at honest analysis; looks beyond the obvious and doesn't stop at the first answers. Time Management Uses time effectively and efficiently, concentrating his/her efforts on the more important priorities. EDUCATION and/or

EXPERIENCE

Strong knowledge, understanding and sensitivity to the Inupiat culture. Ability to accurately type a minimum of 40 wpm. Good working knowledge of English, grammar, punctuation, spelling, style, etc. Experience operating standard office equipment (e.g., copiers, scanners, printers, fax machines, and postage/shipping equipment) in a professional office setting. Knowledge of efficient office procedures. Experience providing courteous, professional front-desk service, including answering multi-line phones, greeting visitors, and routing inquiries appropriately. Ability to speak in a clear and understandable manner and write legibly. High school graduate or equivalent. One (1) year of clerical work experience. The ability to speak and understand the Inupiaq language is important and preferred.

LANGUAGE SKILLS

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of employees or customers.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations .

PHYSICAL DEMANDS

The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to sit; reach with hands and arms; and to use hands to finger, handle, or feel. The employee is occasionally required to stand, walk, climb or balance. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job includes the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The work environment is in a busy office setting. The noise level in the work environment is usually moderate. While performing the duties of this job, the employee may be occasionally exposed to outside weather conditions and may be required to travel in small and large commercial aircraft.

N OTE:

This document does not create an employment contract, implied or otherwise. The statements contained herein are intended to describe the principal functions of this position, the level of knowledge and skill typically required, and the scope of responsibilities, but should not be considered an all-inclusive listing of work requirements. ASRC is a drug-free workplace and pre-employment drug testing is part of the hiring process. ASRC and its family of companies is an Equal Opportunity Employer. Qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, national origin, religion, disability, protected veteran status, age or any other legal protected status.

EOE:

M|F|D|V EEO Poster Arctic Slope Regional Corporation, an Inupiat-owned corporation created as a result of the Alaska Native Claims Settlement Act. ASRC's family of companies apply a shareholder preference in employment, to the maximum extent feasible, as authorized by law.