Administrative Assistant

ASRC; Anchorage (AK); On-site; USD 42,000 - 56,000; Full time

Job summary

ASRC, Anchorage corporate office, seeks an experienced administrative professional to greet visitors, route communications, and provide essential support to the Senior Leadership Team. You will manage mail, scheduling, travel, and meeting logistics, and assist with various clerical tasks to maintain smooth operations.

The role requires strong organizational skills, a clear speaking voice, 40 WPM typing, and proficiency in Excel, Word, PowerPoint, Access and Oracle.

Qualifications

• Strong knowledge, understanding and sensitivity to the Inupiat culture.
• High school diploma or equivalent.
• One year administrative or receptionist experience
• Possess a clear speaking voice and ability to handle people courteously.
• Typing speed of 40 w.p.m.
• Skills in Excel, Word, Power Point, Access and Oracle.

Responsibilities

• Greet visitors, receive and route calls and handle deliveries.
• Schedule and organize meetings, travel, and department activities.
• Receive, open, date stamp, sort and distribute mail and parcels.
• Maintain conference room schedules and assist with event setup.
• Perform typing, editing, and preparation of business documents.
• Maintain filing system and library of trade journals.
• Work independently or on projects and assist with company events.
• Maintain office supply inventory.
• Contribute to team efforts as directed by leadership.

Skills

Receptionist experience

Administrative support

Microsoft Office

Communication skills

Clerical skills

Education

High school diploma or equivalent

Tools

Excel

Word

PowerPoint

Access

Oracle

Job description

Under the general direction of the Administrative Services Director, the primary functions of the incumbent are the initial contact for visitors and employees and must project a positive image of the corporation. The primary duties of the position include: greet visitors; receive and route all incoming communications, assist in managing outgoing communications (electronic, mail, telephone), and provide administrative support to the Anchorage corporate office.

ESSENTIAL DUTIES AND RESPONSIBILITIES (and other duties as assigned)

1. Greet visitors, receive and route telephone calls, send faxes, and handle deliveries for personnel. Organize and prioritize large volumes of information and calls.
2. Schedule and organize meetings, catering, travel, and department activities for members of the Senior Leadership Team.
3. Receive, open, date stamp, sort and distribute all incoming mail including overnight pouches. Prepare outgoing mail, including Goldstreak, Fed-Ex, and other parcels.
4. Maintain ASRC Conference Room schedules for use as necessary by documenting the information in shared Outlook Calendars. Assist with meeting set-up and clean-up (beverages, snacks, meals, etc.) as requested.
5. Perform secretarial and administrative functions including typing, editing, copying, proofing and preparing business correspondence, presentations, and other documents as required. Send faxes, email, and handle deliveries for personnel.
6. Establish, develops, maintains and updates filing system for the assigned Senior Leadership Team and relevant departments. Retrieve information from files when needed. Establish, develops, maintains and updates library of trade journals and magazines.
7. Work independently and within a team on special and nonrecurring and ongoing projects. Act as a project manager for special projects, at the request of the Administrative Services Director, which may include: planning and coordinating multiple projects, disseminating information, and assisting in the organizing of company-wide events.
8. Maintain office supply inventory including printer ink, copy paper, and kitchen supplies.
9. Contribute to team efforts by performing tasks as requested by the Administrative Services Director, Senior Leadership Team and their direct reports.

LEADERSHIP COMPETENCY REQUIREMENTS FOR INDIVIDUAL CONTRIBUTOR LEVEL

ASRC’s Core competencies include Leading Self, Leading People and Leading the Organization. In addition to our core competency model, our framework includes competencies specific to the various levels of positions within our company. For more information on our core competencies please contact the HR Department and reference the ASRC Leadership Framework.

Customer Focus

• Is dedicated to meeting the expectations and requirements of internal and external customers; gets first-hand customer information and uses it for improvements in products and services; acts with customers in mind; establishes and maintains effective relationships with customers and gains their trust and respect.

Drive for Results

• Can be counted on to exceed goals successfully; is constantly and consistently one of the top performers; very bottom-line oriented; steadfastly pushes self and others for results.

Problem Solving

• Uses rigorous logic and methods to solve difficult problems with effective solutions; probes all fruitful sources for answers; can see hidden problems; is excellent at honest analysis; looks beyond the obvious and doesn’t stop at the first answers.

Time Management

• Uses time effectively and efficiently, concentrating his/her efforts on the more important priorities.

EDUCATION and/or EXPERIENCE

1. Strong knowledge, understanding and sensitivity to the Inupiat culture.
2. High school diploma or equivalent.
3. One year administrative or receptionist experience
4. Possess a clear speaking voice and ability to handle people courteously.
5. Typing speed of 40 w.p.m.
6. Skills in Excel, Word, Power Point, Access and Oracle.

LANGUAGE SKILLS

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of employees or customers.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

PHYSICAL DEMANDS

The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to sit; reach with hands and arms; and to use hands to finger, handle, or feel. The employee is occasionally required to stand, walk, climb or balance. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job includes the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The work environment is in a busy office setting. The noise level in the work environment is usually moderate. While performing the duties of this job, the employee may be occasionally exposed to outside weather conditions and may be required to travel in small and large commercial aircraft.

NOTE: This document does not create an employment contract, implied or otherwise. The statements contained herein are intended to describe the principal functions of this position, the level of knowledge and skill typically required, and the scope of responsibilities, but should not be considered an all-inclusive listing of work requirements.

ASRC is a drug-free workplace and pre-employment drug testing is part of the hiring process.

ASRC and its family of companies is an Equal Opportunity Employer. Qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, national origin, religion, disability, protected veteran status or any other legal protected status. EOE: M|F|D|V EEO Poster

Arctic Slope Regional Corporation, an Inupiat-owned corporation created as a result of the Alaska Native Claims Settlement Act.

ASRC’s family of companies apply a shareholder preference in employment, to the maximum extent feasible, as authorized by law.