Shareholder Records Supervisor

Cook Inlet Region, Inc.; Anchorage (AK); On-site; USD 50,000 - 75,000; Full time

Job summary

Cook Inlet Region, Inc. is seeking a Shareholder Records Supervisor in Anchorage, AK. The role involves managing records, overseeing stock transactions, and supporting the Shareholder Relations team. Ideal candidates will have strong leadership, organizational skills, and a background in administration or compliance, contributing to CIRI's mission and values.

Benefits

Paid holidays

401K with employer match

Health insurance plans

Paid time off

Life and disability benefits

Qualifications

• High school diploma or GED required; associate degree or professional certification preferred.
• Six years of experience in high-level administrative tasks.
• Two years of supervisory experience.

Responsibilities

• Supervise and manage Shareholder Records team, ensuring compliance and quality standards.
• Oversee stock certificate transactions and verify accuracy.
• Assist with training team members and support compliance with policies.

Skills

Leadership

Customer Service

Organizational Skills

Communication

Problem-Solving

Education

High school diploma or GED

Associate degree or professional certification in Business, Finance, Legal, Administration

Tools

Microsoft Office Suite

Adobe

Job description

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Cook Inlet Region, Inc is seeking a talented Shareholder Records Supervisor to join our Shareholder Relations team. This position is based in Anchorage, AK.

CIRI's offices are conveniently located in mid-town Anchorage at the Fireweed Business Center, a modern building that represents CIRI’s cultural diversity, respect for the land, and sustainability. The Fireweed Business Center reflects our heritage in the displayed Alaska Native art and interior design.

Cook Inlet Region, Inc., also known as CIRI, is one of 12 land-based Alaska Native regional corporations created pursuant to the Alaska Native Claims Settlement Act (ANCSA). CIRI’s regional boundaries roughly follow the traditional Dena’ina territory of Southcentral Alaska. CIRI was incorporated on June 8, 1972, and is owned today by a diverse group of more than 9,500 Shareholders who live in Alaska and throughout the world.

CIRI offers excellent benefits for eligible employees. Benefits include paid holidays, paid time off, 401K with employer match, dental, vision, health insurance plans through the Federal Employee Health Benefits (FEHB) program, as well as life and disability benefits.

CIRI only accepts applications through our online career page at https://www.ciri.com/careers/jobs/

General Function

In alignment with CIRI’s mission and values, the Shareholder Records Supervisor is responsible for maintaining the integrity and accuracy of Shareholder information within the company. This role manages Shareholder recordkeeping and stock certificate transactions, coordinates electronic records, resolves discrepancies and supports a collaborative, service-oriented work environment. The supervisor also plays a key role in training and supporting team members to ensure records meet compliance and quality standards.

Major Activities (Typical Duties/Responsibilities)

• Effectively supervise, manage and motivate team, including performance management, training and development.
• Maintain complete working knowledge of processes and tasks related to stock certificate transactions and other assignments completed by Shareholder Records, including, but not limited to, estate transfers; gifting transactions; name changes; transition of minor to adult Shareholders; voting rights determinations; certificate merges; monitoring minors in state custody; intake and processing of powers of attorney and court documents related to guardianship and conservatorships; preparing stock transmittal reports and generating Shareholder and Descendant lists. Oversee daily tasks and ensure smooth team operations.
• Serve as lead reviewer for all stock certificate transactions, including verifying accuracy of prepared transfers, ensuring prompt and appropriate resolution of issues or discrepancies and transfer functions are completed timely and legally compliant; serve as backup approver for all certificate transfers.
• Assist with the preliminary review of and approval for processing incoming power of attorney forms, fiduciary and other court orders.
• Provide guidance and support to team regarding legal determinations for Shareholder voting rights, gifting authority and estate transfers.
• Manage tracking of minor Shareholders in state custody; conduct periodic verification of custody status and monitor minors aging out of custody.
• Assist Shareholders, Descendants and third parties with requests for records and information, including information related to minors, fiduciaries and trusts, stock transfers and other matters; ensure the protection of sensitive and confidential information; ensure communications are timely, professional and in accordance with company expectations; keep management apprised of communication trends and escalated situations.
• Monitor communications and interactions between team and Shareholders, Descendants and third parties to ensure communications are appropriate and professional; identify and implement improved methods of communication where applicable.
• Maintain an accurate log of all stock record changes made after CIRI’s date of record for Annual Meeting through the determined tracking date.
• Ensure team compliance with stock transfer “blackout” periods for certificate transactions.
• Prepare stock certificate transmittal report quarterly for review and approval by management and the CIRI Board.
• Assist with preparation of stock transfer statistics on a quarterly basis, or as otherwise requested, including generating stock transfer statistics for quarterly reports and other purposes, verifying balancing and accuracy of share count based on reports and statistics.
• Assist with Shareholder-related events, including but not limited to: preparing meeting materials, participating in and representing CIRI and department at events as necessary (limited travel and weekends may be required), preparing household and other mail lists and event statistics, as requested.
• Maintain original CIRI stock certificate inventory.
• Serve as primary trainer for the Records Management Specialist and Lead Records Management Specialist; deliver training to enhance efficiency and accuracy in recordkeeping.
• Review, revise and draft procedures relevant to Shareholder Records, including translating processes into step-by-step instructions, ensuring clarity, accuracy and compliance with relevant regulations; identify areas where procedures can be made more efficient; enforce applicable policies and procedures.
• Develop and maintain forms, databases and spreadsheets for Shareholder Records to enhance efficiency, minimize errors and promote uninterrupted coverage.
• Lead and participate in the testing of new versions of CIRI’s Shareholder database, ensuring Shareholder Records tasks are completed and reported timely to the development team.
• Review drafted content for newsletters, eAnnouncements, texts, CIRI’s Shareholder/Descendant portal and CIRI’s website for accuracy as such content relates to Shareholder Records.
• Obtain and maintain notary certification and assist Shareholders and Descendants in completion of department forms.
• Serve as backup for overseeing quarterly Shareholder prize drawings conducted by Shareholder Records, including the selection of winners, associated communications and timely payment and notification to other CIRI departments.
• Work in conjunction with and provide backup support for the Manager, Shareholder Records.
• Provide backup support to the Lead Records Management Specialist, as requested.
• Assist with department support as needed, including the answering of department phone calls to ensure coverage is adequate and departmental goals and deadlines are achieved.
• Perform other duties as appropriate and as assigned.
  
  

Knowledge/Skills/Abilities

• Understand CIRI's mission, vision and strategic focus areas and incorporate knowledge into daily activities.
• Ability to take initiative and tackle complex assignments; provide direct and actionable feedback.
• Strong leadership, supervisory and management skills, including the ability to effectively delegate tasks, motivate team and manage workflow.
• Strong customer service skills.
• Superior organizational skills, including ability to organize self, employees and work assignments; capable of prioritizing effectively with emphasis on high quality, accuracy and attention to detail.
• Intermediate use of Microsoft Word, Excel and Adobe.
• Excellent written and verbal communication skills, including proper telephone etiquette, thorough knowledge of proper grammar, advanced vocabulary, spelling, editing and proofreading skills.
• Ability to maintain accurate records and to prepare and submit comprehensive reports.
• Strong analytical and problem-solving skills for identifying inefficiencies and recommending improvements, with ability to make decisions and exercise good judgment.
• Excellent interpersonal skills; ability to work effectively and cooperatively with team, all levels of management, staff and third parties. Maintains professionalism and poise in high-pressure situations with ability to display empathy with respect to Shareholder and Descendant needs. Emphasis on conflict resolution skills.
• Work independently, as well as with a team, with effective time management and minimal supervision.
• High degree of sensitivity regarding confidential information.
• Excellent understanding of subject areas typically raised by Shareholders, including ANCSA; various sections of Alaska Statutes, including Title 13 and the Alaska Uniform Transfers to Minors Act. Must also be familiar with the sections of the Alaska Administrative Code related to corporations and the State of Alaska Division of Banking and Securities' statutes and regulations.
  
  

Physical Abilities

• Sufficient fine motor skills for use of computers, calculators with an ability to withstand repetitive keyboarding for extended periods of time.
• Visual and communication ability sufficient to perform the essential functions of the job.
• Ability to kneel, bend and twist at the waist on an occasional basis.
• Ability to reach below shoulder height with regular frequency (desk position) and at or above shoulder height on occasion.
• Ability to push, pull, carry and lift objects weighing up to 20 pounds on a regular basis, and greater weights on an occasional basis.
• Occasional travel by vehicle or plane as needed.
  
  

Minimum Qualifications

• High school diploma or general education degree (GED).
• Some college coursework, an associate degree or professional certification in Business, Finance, Legal, Administration or related field strongly preferred.
• Six years of experience performing high-level administrative tasks.
• Minimum of two years' supervisory experience.
• Experience in a legal or compliance support role highly preferred.
• Two years of regular use of Microsoft Office Suite and Adobe, data entry and data management.
• Ability to obtain and maintain a notary certification.
• Ability to pass a background check.
  
  

CIRI does not discriminate, and the company provides equal employment opportunity for all employees and applicants without regard to race, religion, color, sex, gender, sexual orientation, national origin, citizenship status, age, marital status, pregnancy or parenthood, handicap or disability, genetics, veteran status or any other legally protected characteristic. CIRI adheres to all federal, state and local laws regarding equal employment opportunity and will not discriminate against you in violation of these laws. CIRI reserves the right to apply CIRI Shareholder preference to qualified Shareholders in employment and advancement opportunities.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  General Business, Management, and Business Development

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