Senior Office Specialist

About the role

The primary responsibility of this role is to coordinate administrative and clerical accounting activities for an assigned Department. Duties include updating and tracking files, overseeing office activities, managing supplies, processing invoices, assisting with training and client services, entering information into computer systems, scheduling, preparing documents, assisting with grant applications, compiling reports, and coordinating travel arrangements.

Responsibilities

• Updates and tracks a variety of electronic and paper files, records, reports, and related documents; maintains file integrity and confidentiality by monitoring and assuring compliance to Department policies and procedures; assures the accuracy of the electronic and paper filing systems.
• Oversees day-to-day office activities; trains and coordinates the work of clerical staff; monitors document preparation for accuracy and completion; supervises office supplies inventory; processes invoices for payment; assists with staff training programs; assists with client services as necessary.
• Enters information into computer tracking systems; schedules, prepares and proofreads documents for distribution; assists in preparing grant applications and coordination of grant and state programs; assists in developing, revising, and monitoring budgets.
• Prepares and assembles reports; may prepare time sheets for employees and keep daily records of attendance; processes documents and maintains department document logs as required.
• Compiles and updates statistical information, reports and related documents; attends meetings, take and transcribe meeting minutes.
• Covers for absent staff; coordinates and schedules travel arrangements, meetings and appointments as requested.
• Serve as a liaison between agencies, programs and departments.
• Maintain absolute confidentiality of work-related issues, personnel records and Borough information.
• May be required to work a non-traditional work schedule to include evening, holidays and weekends and may be subject to 24 hour on-call status.

Requirements

• High school graduate or GED.
• A combination of 12 years of education and related work experience.
• Four years of clerical work experience.
• Ability to obtain a valid Alaska driver's license that meets North Slope Borough insurance criteria within the probationary period.
• Pass a criminal background check conducted by the State of Alaska Background Check Unit.
• Documentation that the individual is free from active pulmonary tuberculosis.

Qualifications

• Borough Clerk's Office & Planning/IHLC Fluent in Inupiat speaking and understanding.

Skills

• Knowledge of North Slope Borough policies and procedures.
• Knowledge of the principles of records management, fund accounting, and budgeting.
• Skilled in using personal computers and a variety of software applications.
• Skilled in drafting and completing accurate reports, technical documents and correspondence.

Benefits

Health care is provided at no cost to the employee (no premiums). Our Health Care package covers major medical, preventive care, vision, dental and prescription drug benefits.

Pay

Details about pay are not specified in the job posting.

Schedule

Details about the schedule are not specified in the job posting.