Administrative Office Assistant/Scanning (Temporary Project) Kotzebue

This position operates under an exemplary level of customer service, supporting all departments and providing specific assistance to those experiencing high traffic, particularly assisting shareholders. The role involves both receptionist and administrative duties, with a focus on the Shareholder Records Scanning Project—organizing, preparing, scanning, indexing, and quality-reviewing shareholder records as they transition from paper to a secure digital format. This is a project-based, temporary role ideal for an organized, detail-oriented individual who values accuracy and confidentiality.

Responsibilities

• Customer Service/Receptionist Duties
  • Answer incoming calls, greet visitors, and direct them to the appropriate party while following security protocols.
  • Screen visitors and notify the correct department of their arrival and purpose.
  • Notify supervisor and VP/COO of all process servings.
  • Sort and process incoming/outgoing mail, including preparing items for shipment.
  • Manage conference room schedules, assist with room location, and facilitate approvals for external meetings.
  • Operate and maintain office equipment (copiers, fax machines, etc.).
  • Maintain cleanliness of shared spaces (conference rooms, mail room, kitchen).
  • Follow up on facility maintenance and support issues.
• Security & Safety
  • Follow safety rules and work with the Director of Safety and Facilities on drills and evacuation procedures.
  • Familiarize with building layout and security protocols.
  • Ensure visitors sign in/out and only authorized individuals gain access to internal offices.
  • Participate in building evacuations, maintain checklists, and monitor security systems.
• Administrative Support
  • Perform general office duties, including correspondence and record management.
  • Maintain office assignment listings and update relevant parties.
  • Manage storage archives for records retention, retrieval, and disposal.
  • Scan records and provide notary services as needed.
• Executive Office Support
  • Create binders and packets for meetings.
  • Maintain cleanliness and stock supplies in the President and VP/COO offices.
• Coordination of Procurement & Logistics
  • Manage purchase requests, research costs, and process invoices.
  • Cross-train staff on procurement resources.
  • Purchase office supplies, oversee deliveries, and maintain equipment/supplies.
• Office Management
  • Assign workspace to visitors and staff.
  • Train and schedule on-call support staff.
  • Maintain professional relationships and confidentiality.
• IT Support
  • Assist IT with resolving work requests and escalate urgent issues.
• HR Support
  • Assist with HR inquiries (recruiting, onboarding, benefits, employee relations).
  • Provide forms, verify paperwork, and conduct pre-employment screenings.
  • Ensure new hires have proper I-9 documentation.
• Shareholder Relations
  • Refer employment inquiries to the NANA website and assist with job applications.
  • Complete reports on shareholder-related tasks.
  • Assist shareholders with forms, document copies, and processes (e.g., address changes, verification, dividend confirmations).
  • Screen and transfer calls to Shareholder Records staff.
• Department Support
  • Assist with special projects, overflow work, and scanning documents for other departments.

Requirements

• High school diploma or GED.
• Minimum 2 years of clerical experience.
• Proficiency in Microsoft Suite (Word, Excel, PowerPoint, Outlook).
• Ability to operate office equipment (copiers, fax machines, etc.).
• Driver’s license with a clean record (preferred).

Skills

• Strong organizational and time-management skills with attention to detail.
• Ability to multitask, problem-solve, and work with minimal supervision.
• Excellent oral/written communication, interpersonal, and listening skills.
• Professional telephone etiquette and customer service focus.
• Discretion and high level of personal integrity.
• Willingness to learn advanced software skills.

Working Conditions

• Indoor, environmentally controlled office setting with standard noise levels.
• Occasional lifting/moving of up to 25 lbs.
• Frequent sitting, standing, walking, and use of hands/fingers.
• No travel required.