Senior Office Specialist

North Slope Borough; Utqiaġvik (AK); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Health care coverage

Job summary

North Slope Borough is seeking an organized administrative professional to coordinate clerical accounting activities for an assigned Department. The role emphasizes file integrity, confidentiality, and accurate recordkeeping.

Responsibilities include supervising clerical staff, processing invoices, assisting with grant coordination, preparing reports, and maintaining budgets. Strong computer skills and knowledge of records management are essential. HIPAA and confidentiality are required.

Qualifications

• Knowledge of North Slope Borough policies and procedures.
• Knowledge of records management, fund accounting, and budgeting.
• Ability to draft and complete accurate reports and correspondence.
• Ability to obtain Alaska driver’s license per requirements.

Responsibilities

• Updates and tracks electronic and paper files, ensures file integrity and confidentiality.
• Oversees day-to-day office activities; trains clerical staff; monitors document prep.
• Processes invoices for payment; assists with staff training and grants coordination.
• Enters data into tracking systems; prepares and proofs documents for distribution.
• Prepares reports; maintains attendance logs and time sheets; records meeting minutes.
• Coordinates travel, meetings, and liaison between agencies and departments.
• Maintains confidentiality; may work non-traditional hours including evenings/weekends.

Skills

PC proficiency

Record management

Confidentiality handling

Administrative coordination

Education

High school diploma or GED

12 years education/related experience

Tools

Office software

Job description

Summary or Purpose

Coordinate administrative and clerical accounting activities 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 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, Skills And Abilities

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.

Education, Experience, Certifications And Licenses Required

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 background, fingerprinting 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.

The North Slope Borough offers the following benefit packages to all permanent full time and permanent part time employees who work at least 15 hours a week.

Health care is provided at no cost to the employee (no premiums). Our Health Care package covers major medical, preventive care, vision, dental and prescription drug benefits.