Senior Office Specialist

Holland America-Princess (Holland America Dawson City Inn); Utqiaġvik (AK); On-site; USD 42,000 - 56,000; Full time

Job summary

North Slope Borough is seeking a motivated administrative professional to coordinate clerical accounting for an assigned department. You will maintain records, supervise staff, process invoices, and assist with budgets while upholding confidentiality.

The role requires several years of clerical experience, a high school diploma or GED, and the ability to obtain an Alaska driver’s license. It emphasizes accuracy, teamwork and discretion in handling sensitive information.

Qualifications

• High school diploma or GED required.
• Four years of clerical work experience.
• Ability to obtain an Alaska driver's license per policy.
• Criminal background check and a Safety TSA test per airport operations.
• HIPAA awareness and confidentiality requirements.

Responsibilities

• Updates and tracks electronic and paper files, ensuring confidentiality.
• Oversees day-to-day office activities and supervises clerical staff.
• Processes invoices for payment and assists with budgets.
• Enters information into tracking systems and proofreads documents.
• Coordinates travel, meetings and scheduling; maintains logs.
• Acts as liaison between agencies and departments; preserves confidentiality.
• Performs other duties as assigned.

Skills

Clerical experience

Recordkeeping

Budgeting knowledge

Computer literacy

Education

High school diploma or GED

Job description

Summary or Purpose

Coordinate administrative and clerical accounting activities for an assigned Department.

Essential Duties and Responsibilities

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, 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 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.