TEMPORARY - Office Specialist

North Slope Borough; Utqiaġvik (AK); On-site; USD 36,000 - 54,000; Full time

Benefits offered by this job

Health care at no cost to employee

Job summary

The North Slope Borough seeks an administrative support specialist to maintain confidential files, manage records, and support department staff with desk and clerical duties. You will enter data, prepare reports, and coordinate meetings, travel, and scheduling across departments.

Typical duties include handling mail, answering calls, transcribing minutes, and assisting with timekeeping and basic accounting tasks. This role may require non-traditional hours and on-call status in some divisions.

Qualifications

• Knowledge of Borough policies and procedures.
• Basic principles of records keeping and file management.
• Proficient with personal computers and common software.
• Ability to draft and complete accurate reports and documents.
• Transcribing/ translating Inupiat (Planning/IHLC only).
• Fluent in Inupiat speaking and understanding (Planning/IHLC only).

Responsibilities

• Maintain and track electronic and paper files with integrity and confidentiality.
• Enter data into tracking systems and prepare documents for distribution.
• Coordinate travel, meetings and appointments; assist with minutes.
• Answer and route calls; handle mail and visitor inquiries.
• Prepare time sheets and attendance records; assist with department logs.
• Support accounting and budgeting tasks where required (Health/Police).
• Ensure compliance with records policies and confidentiality.

Skills

Policy knowledge

Records management

PC software skills

Report drafting

Inupiat translation (IHLC)

Inupiat language fluency

Education

High school diploma or GED

12 years education/related clerical experience

Job description

Summary or Purpose

Provide administrative support functions 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 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, Skills And Abilities

• 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 <span>translating</span> Inupiat. (Planning/IHLC only)
• Fluent in Inupiat speaking and understanding. (Planning/IHLC only)

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.
• Two years of clerical work experience;
• Must pass a criminal history background check; (Admin & Finance Central; Health Department, not @ Central & CHAP)
• Ability to obtain a valid Alaska driver license that meets North Slope Borough insurance criteria within the probationary period (does not apply to Public Works Facility Maintenance Division).

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.

Benefits Do Not Apply To Temporary Employees.