Senior Office Specialist

North Slope Borough, AK; Utqiaġvik (AK); On-site; USD 42,000 - 62,000; Full time

Job summary

North Slope Borough is seeking a capable administrator to coordinate clerical activities across a department. You will supervise clerical staff, maintain record integrity, and support grant applications and budgeting efforts.

The role requires a high school diploma or GED with several years of clerical experience, familiarity with records management, and the ability to obtain necessary licenses and clear background checks.

Qualifications

• Knowledge of records management, fund accounting, and budgeting.
• Skill in using personal computers and a variety of software applications.
• Ability to draft and complete accurate reports and correspondence.
• High school diploma or GED with four years of clerical work experience.
• Must be able to obtain Alaska driver’s license within probationary period.

Responsibilities

• Coordinate and supervise clerical staff; monitor document preparation.
• Enter information into tracking systems; prepare and proofread documents.
• Assist with grant applications and budgeting actions.
• Prepare and assemble reports; manage timesheets and attendance records.
• Maintain confidentiality of department records and Borough information.
• Schedule travel, meetings, and coordinate with agencies as needed.
• Perform other duties; may require non-traditional hours or on-call status for Search and Rescue.

Skills

Records management

Budgeting

Fund accounting

PC skills / software

Report drafting

Education

High school diploma or GED

12 years education/experience mix

Job description

Coordinate administrative and clerical accounting activities 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 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.

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. (Search and Rescue only)
Respect operations by maintaining confidentiality of all the department missions. (Search and Rescue only)
Perform other duties as assigned.

Health Department

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.

Respect clients by recognizing their rights and maintaining confidentiality, including HIPAA requirements.

Protect self, co-workers and consumers by following policies and procedures to prevent the spread of blood borne and/or airborne diseases.

Knowledge of North Slope Borough policies and procedures.

Knowledge of the principles of records management, fund accounting, and budgeting.

Skill in using personal computers and a variety of software applications.

Skill in drafting and completing accurate reports, technical documents and correspondence.

Borough Clerk's Office & Planning/IHLC

Fluent in Inupiat speaking and understanding.

High school graduate or G.E.D/or, 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. (does not apply to Public Works Airports & Landfills Division).

Applicants must pass a criminal back ground, finger printing and a Safety TSA test provided by the State of Alaska DOT, to obtain an AOA badge required to operate on airport premises within 30 days of hire. (Search and Rescue only)

Ability to obtain site specific Resource Conservation and Recovery Act (RCRA) training in accordance with 40 C.F.R. § 265.16 within the probationary period.

Health Department:

Applicant must pass a criminal history background check conducted by the State of Alaska Background Check Unit. (CHAP & IBHS, not @ Central)

Documentation that the individual is free from active pulmonary tuberculosis.

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.