Office and Shareholder Records Assistant

Holland America-Princess (Holland America Dawson City Inn); Anchorage (AK); On-site; USD 40,000 - 60,000; Full time

Benefits offered by this job

401(k) Plan with Employer Match

Health Insurance (medical, dental, and

Paid PTO

Flexible Spending Accounts (Health and

Life insurance

Short term and long-term disability

Full Holiday Schedule and more

Job summary

The Kuskokwim Corporation is hiring an Office and Shareholder Records Assistant for its Anchorage, AK office. You will greet visitors, answer the switchboard, and provide essential administrative support including mail handling, records maintenance in Granite, and notary duties.

Responsibilities include updating shareholder data, processing wills, assisting with quarterly BOD preparations and shareholder events, and ensuring confidentiality.

Qualifications

• High School diploma or GED.
• Minimum one year progressively responsible experience in an administrative office setting.
• Ability to obtain and maintain a notary certificate.
• Ability to pass a background check.
• Experience with records management and communications.

Responsibilities

• Greet visitors in a professional, friendly manner and answer main switchboard.
• Process and distribute mail; maintain inventory of office supplies.
• Maintain and update shareholder data electronically (Granite) and filing.
• Notarize office documents and assist with shareholder documentation.
• Support TKC Shareholder activities and assist with quarterly BOD preparations.
• Assist with events, social media engagement, and board meeting preparations.
• Communicate courteously with staff, clients, and partners; follow policies.

Skills

Office administration

Records management

Customer service

Communication skills

Notary certificate

Education

High School diploma or GED

Tools

Granite system

Microsoft Office

Job description

The Kuskokwim Corporation

is hiring an

Office and Shareholder Records Assistant

for their

Anchorage, AK

office. In alignment with TKC’s purpose, commitment, and vision, the Office and Shareholder Records Assistant greets office visitors in a prompt, friendly and helpful manner. Answer main switchboard and provide exemplary customer service. Process and distribute mail. Provide administrative support in maintaining shareholder records. Support all office staff with requests. Keep shared office spaces clean and tidy. This position will work in the office from 8am to 5pm.

Office/Shareholder Records Responsibilities:

Greet visitors in a professional, friendly, and hospitable manner.

Answers main switchboard and directs callers to the appropriate office personnel.

Keep common areas clean and tidy, including break rooms, reception area and conference rooms on a daily basis with a more in-depth cleaning of the kitchen once a month.

Issue TKC Shareholder ID cards.

Process all incoming and outgoing mail. Distribute all incoming mail.

Responsible for inventory of office supplies.

Maintains updated procedures for all general office tasks.

Maintain and update Shareholder data electronically, including address changes in Granite system, scanning, and filing all documents.

Process Shareholder divided verifications.

Review and file TKC portal changes for Shareholders.

Conduct appropriate processing of incoming wills from Shareholders, including logging of wills into Granite, scanning/coping, drafting and mailing of stock will letter, and filing will.

Process applications for the Imagination Library.

Assist with Class B Shareholder enrollments.

With approval, initiate deceasing process upon notification of a Shareholder death.

Provide assistance with preparations for quarterly BOD meetings.

Assist with preparations for TKC Shareholder related events and attend such events, as requested.

Provide support to all office staff when requested.

Responsible for being the emergency leader when office is evacuated.

Communicate with co-workers, management, clients, franchisees, and others in a courteous and professional manner.

Maintain notary certificate and notarize office documents as appropriate.

Abide by all regulations, policies, work procedures, and instructions.

Must follow the chain of command in all instances.

Other duties as assigned, to include assisting other team members with assignments.

Kuskokwim Education Foundation Responsibilities:

Processing check request

Packing student care packages

Assisting with engagement on social media

Preparations for Board Meetings

Supporting Career Fairs

Skills/Abilities:

Understand TKC’s purpose, commitment and vision and incorporate knowledge into daily activities.

General understanding of Alaska Native Claims Settlement Act village and regional corporations.

Maintain Accurate physical and digital records.

Excellent oral and written communication skills, including proper telephone etiquette and thorough knowledge of proper grammar and spelling, vocabulary, composition and proofreading and editing skills.

Make decisions, solve problems and exercise good judgement.

Excellent interpersonal skills; ability to work effectively and cooperatively with all levels of management and staff; ability to be empathetic with respect to Shareholders’ (or descendants, family members, etc.) needs and problems; ability to maintain poise and professionalism when dealing with others and high-pressure situations.

Work well independently, as well as on a team and with minimal supervision and under pressure, including the ability to follow verbal and written instructions and assignments and to prioritize workload while working on multiple tasks/assignments.

Proficient using Microsoft Office products, such as Word, Outlook, Excel and industry-standard computer software and databases.

High degree of sensitivity regarding confidential information.

Minimum Qualifications:

High School diploma or GED

Minimum one year progressively responsible experience in an administrative office setting demonstrating proficiency in records management and communications.

Ability to obtain and maintain a notary certificate.

Ability to pass a background check.

Benefits:

401(K) Plan with Employer Match, Health Insurance (medical, dental, and vision), Paid PTO, Flexible Spending Accounts (Health and Dependent Care), Life insurance, short term and long-term disability, Full Holiday Schedule and more.

This company, its subsidiaries, and joint ventures will provide equal employment opportunities to all persons and prohibits employment decisions based on race, religion, color, creed, national origin, sex, age, disabling condition, political affiliation, protected veteran’s status, or sexual orientation. All selection, hiring, and promotion decisions will be based on valid job-related requirements consistent with performance of the essential functions of the position. This policy is in keeping with Executive Order 11246, as amended, Title IX of the Education Amendments of 1972, the Equal Pay Act of 1963, Sections 503 and 504 of the Rehabilitation Act of 1973, the Civil Rights Restoration Act of 1988, the Vietnam Veterans Readjustment Assistance Acts, as amended, and other applicable federal and state laws. Pursuant to PL 93-638, as amended, preference may be given qualified to the Corporation’s Shareholders, including their spouses and descendants, during the hiring process to the maximum extent permitted by law.