TEMPORARY - Office Specialist

Summary or Purpose

Provide administrative support functions for an assigned Department.

Essential Duties And Responsibilities

• Updates and tracks a variety of electronic and paper files, records, reports, and related documents; maintains file integrity and confidentiality by adhering to Department policies and procedures; assures the accuracy of the electronic and paper filing systems.
• Enters information into computer tracking systems; schedules, prepares and proofreads documents for distribution; prepares documents, collects data, and copies information from one record to another; trains and coordinates the work of clerical staff.
• Researches files to obtain requested information, inserts additional data, and checks accuracy.
• Compiles and updates statistical information, reports and related documents; attends meetings and takes and transcribes meeting minutes.
• Answers incoming telephone and radio calls and directs the caller to the correct person or work group, or take and relays messages as appropriate.
• Retrieves and distributes Department mail.
• Greets and assists visitors; provides information and assistance within the scope of designated authority.
• Prepares and assembles reports; may prepare time sheets for employees and keep daily records of attendance; processes documents and maintains department files and document logs as required.
• Covers travel arrangements, meetings and appointments as requested.
• 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 for the department.
• (Health Department only) Assist department staff with all manual and computerized accounting and budgeting duties.
• (Payroll Division only) Prints, sorts, and distributes bi-weekly timesheets for all Borough employees.

Knowledge, Skills And Abilities

• Knowledge of North Slope Borough policies and procedures.
• Knowledge of the basic principles of record keeping, case files and records management.
• Skill in using personal computers and a variety of software applications.
• Skill in drafting and completing accurate reports, technical documents and correspondence.
• Skill in transcribing & translating Inupiat. (Planning/IHLC only)
• Fluency in Inupiat speaking and understanding. (Planning/IHLC only)

Education, Experience, Certifications And Licenses

• Required: High school graduate or G.E.D./A combination of 12 years of education and related work experience.
• Two years of clerical work experience.
• Must pass a criminal history background check.

Other Information

• This position provides administrative support functions for an assigned Department, AND requires clerical work experience.
• Have you listed all your office/clerical work experience on your application or resume?
• Do you possess a valid Alaska Driver's License?
• Which best describes your level of education?
• How many years of clerical work experience do you have?
• If you do have clerical work experience, describe how you meet the qualification and list the position you held, company, and dates of employment where you gained the work experience.
• This position is NON-Rotational. Housing is NOT provided. Therefore, due to extreme weather conditions in the arctic and for your safety, housing accommodations must be located and pre-arranged by the applicant prior to the start of employment. The applicant must pay for housing; it is not provided by the NSB. Please note: The Borough is currently experiencing a housing shortage. Due to the remote setting, applicants are urged to consider this factor prior to submitting an application.
• Do you certify that you understand the above information?
• The information provided in your application must support your selected answers in the supplemental questions. The information you provide will be verified and documentation may be required. Please be as honest and accurate as possible. By completing this supplemental questionnaire you are attesting that the information you have provided is accurate. Any misstatements, omissions, or falsification of information may eliminate you from consideration or result in dismissal.
• If requested by another local entity for the purposes of employment, I hereby authorize the North Slope Borough Human Resources Department to release my name and phone number to said employer.