Office Specialist

North Slope Borough, AK; Utqiaġvik (AK); On-site; USD 42,000 - 52,000; Full time

Job summary

North Slope Borough is seeking an administrative support staff member to manage a variety of clerical duties across a Department. The role involves data entry, file maintenance, and preparation of documents for distribution.

The incumbent will schedule meetings, take minutes, handle guests, and assist with travel arrangements while maintaining strict confidentiality. A high school diploma or GED is required with strong organizational skills and attention to detail.

Qualifications

• High school diploma or GED required.
• Strong data entry and records management skills.
• Ability to prepare accurate reports and correspondence.
• Proven ability to maintain confidentiality and handle sensitive information.

Responsibilities

• Updates and tracks electronic and paper files, records, and reports; maintains file integrity and confidentiality.
• Enters information into computer tracking systems; prepares and proofs documents for distribution; trains clerical staff as needed.
• Researches files to obtain information and ensures data accuracy.
• Attends meetings, takes minutes, and distributes summaries as required.
• Answers calls, directs callers to appropriate staff, and relays messages.
• Maintains department mail and greets visitors; provides information within authority.
• Coordinates travel, meetings, and schedules; may prepare time sheets and attendance records.
• Maintains confidentiality of work-related issues and Borough information.

Skills

Data entry

Records management

Document preparation

Communication skills

Attention to detail

Confidentiality

Education

High school diploma or GED

Tools

Microsoft Office

Job description

Provide administrative support functions for an assigned Department.

The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification. Shown are duties intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

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.

Coordinates and schedules 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. (Police Department only)

Prints, sorts, and distributes bi-weekly timesheets for all Borough employees (Payroll Division only)

Perform other duties as assigned.

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. (IHLC only)

Fluent in Inupiat speaking and understanding. (IHLC only)

High school graduate or G.E.D/or, a combination of 12 years of education and related work experience.

Two years of clerical work experience;

Must pass a criminal history background check; (Police, Admin & Finance Central; Health Department, not @ Central & CHAP, & Vet Clinic)

Ability to obtain a valid Alaska driver's license that meets North Slope Borough insurance criteria within the probationary period (does not apply to Public Works Facility Maintenance Division).(Planning Only – Requires a valid Alaska driver license that meets North Slope Borough insurance criteria upon employment.)

THE NORTH SLOPE BOROUGH IS AN ALCOHOL AND DRUG FREE WORKPLACE.

This Job Description reflects North Slope Borough's best effort to describe the essential functions and qualifications of the job described. It is not an exhaustive statement of all the duties, responsibilities or qualifications of the job. This document is not intended to exclude an opportunity for modifications consistent with providing reasonable accommodation. This is not intended to be a contract.