Administrative Office Assistant (On-Call) Kotzebue

Responsibilities

• Reports to work as scheduled, and is punctual and reliable.
• Answers phone and directs calls or transmits messages as required.
• Assists callers in contacting the proper person or area of inquiry.
• Greets visitors to the office and follows established security protocol.
• Sorts and processes incoming and outgoing mail, including preparing items for shipment.
• Manages conference room schedule and assists employees in locating conference rooms within NANA.
• Facilitates the approval of meeting room requests for outside entries.
• Reviews building protocols including reviewing evacuation procedures with the host.
• Operates and maintains a variety of general office machines or equipment such as copiers, fax machines, etc.
• Maintains the cleanliness of conference rooms, mail room, coffee area or kitchen and shared work areas.
• Follows up on facility maintenance and support issues.
• Works with others on following safety rules.
• Works with the Director of Safety and Facilities to address safety issues, conduct fire drills and following evacuation procedures.
• Instructs visitors to sign-in/sign-out the log as appropriate.
• Ensures only authorized individuals gain entrance to internal offices.
• Participates in the building evacuation process, including maintaining check off lists and muster locations.
• Monitors door, security alarms, emergency exits, emergency calls including ensuring properly locking or unlocking the entrance during work hours.

Administrative support duties

• Performs general office duties including general written or electronic correspondence.
• Maintains office assignment listing and provides updates to the Director of Facilities & Safety and others as needed.
• Manages storage archives for retention, protection, retrieval, transfer, and disposal of records.
• Provides notary services as needed.
• Creates binders and packets for meetings.
• Works with the senior executive assistant to maintain the cleanliness of the President and VP/COO office, including stocking office with office and meeting supplies.
• Schedules and assigns work results.
• Maintains office efficiency by overseeing maintenance, upkeep of equipment and supplies.
• Selects and trains on-call support staff.
• Assigns workspace to incoming visitors and staff.
• Maintains a friendly and professional relationship with staff and others.
• Operates in a climate of confidentiality requiring discretion.

IT Support

• Supports the IT department by assisting IT with resolution of work requests.
• May assist users by sending support request to nrc-it@nana.com and notifies the IT Director of urgent requests.
• Follows up as needed to ensure completion.

HR Support

• Supports the HR department by assisting with HR related inquires made of Recruiting, Onboarding, Benefits, and Employee Relations.
• Provides appropriate forms.
• Processes verification of paperwork to ensure all relevant information has been completed.
• Pre-employment UA screening may be conducted as needed.
• Shares shareholder records forms and makes copies of documents needed for the forms.
• Affords shareholder verification, SH NANA card, and dividend confirmation requests, in Granite.
• Completes report on shareholder related tasks.
• Assists shareholders with all Shareholder Records forms and make copies of documents needed for the forms.
• Corresponds and prints emails and documents received from shareholder records e-mail.
• Screens and transfers calls to appropriate SHR Employee.
• Opens and sorts Shareholder Records Mail.

Department Support

• Aids with special projects and/or overflow work as assigned.
• May be assigned to code incoming invoices for other departments and provide support in scanning documents electronically.

Qualifications

• A high school education (or GED).
• Minimum Of 2 Years’ Clerical Experience.
• Must be able to operate computer & Microsoft applications.
• Proficient in Microsoft Suite: Word, Excel, PowerPoint, Outlook.
• Driver’s License with a driving record that meets NANA’s insurance requirements preferred.