Descendant Registry Technician

Responsibilities

Essential Functions:

• Enter, review, and update descendant information in the registry database with a high level of accuracy.
• Verify documentation such as birth certificates, family lineage forms, affidavits, and legal documents to confirm eligibility and compliance with policy.
• Maintain secure electronic and paper filing systems in accordance with retention policies and privacy regulations.
• Identify data discrepancies, conduct follow-up research, document findings, and make corrections as necessary.
• Assist with producing reports, summaries, and audit materials for internal and external review.
• Provide customer service by responding to inquiries about registry requirements and document submissions.
• Collaborate with enrollment, records, and administrative staff to ensure consistent workflows and timely processing.
• Support continuous improvement of registry processes and documentation standards, and workflow efficiencies.
• Uphold strict confidentiality of descendant, shareholder and family information at all times.

Secondary Functions:

• Provide primary back-up to Shareholder Records Representative I with incoming calls, walk-ins, and general customer service inquiries.
• Cross-train with Records department staff.
• Maintain accurate and up-to-date filing systems.
• Monitor Shareholder Records email and online submissions.
• Generate shareholder reports/documents/check requests as needed.
• Organize file room to maintain maximum variety and quantity of required materials in a minimum amount of space.
• Monitor incoming documents from the fax machine and route them to the appropriate destination.
• Complete monthly reports as assigned or upon request.
• Train and oversee temporary personnel when necessary.
• 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 assigned.

Other Functions:

• Provide ongoing support to Office Administrator.
• Assist with Shareholder Records' off-site storage area.
• Prepare files for new shareholders.
• Maintain adequate quantity of all supplies, including office supplies, printed materials, and promotional items. Coordinate with Office Administrator when supplies need to be ordered.
• Provide notary service for employees and shareholders.
• Some travel required.
• Other duties as assigned.

Requirements

Required Qualifications:

• High School Diploma or GED Equivalent.
• Proficiency with Microsoft Word, Excel, and Outlook.
• Excellent communication, customer service, and organizational skills.
• Ability to work independently as well as within a team atmosphere.
• Must maintain confidentiality of sensitive information.
• Valid Driver's license, ready access to a registered vehicle and provide proof of state-required insurance on a registered vehicle.
• One year in operating office machines; such as copiers, scanners, facsimile machines, voice mail systems and personal computers.

Preferred Qualifications:

• One year working in an office environment.
• One year experience using a multi-line phone system, answering and directing inquiries in an organization with a high volume of calls.
• Three years experience in operating office machines, such as photocopiers and scanners, facsimile machines, voice mail systems, and personal computers.
• Familiarity with Alaska Native Claims Settlement Act.

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.

Preference Statement

Doyon grants preference to Doyon Shareholders and shareholders of other corporations that grant a similar preference to Doyon shareholders, such as Alaska Native Corporations. The preference applies in all phases of employment and training, which include, but are not limited to hiring, promotion, layoff, transfer, and training. A preference will be granted to qualified Doyon shareholders first, and second to qualified shareholders of other corporations which grant a similar reciprocal preference to Doyon shareholders, such as Alaska Native Corporations.