The On-Call Administrative Assistant will serve as the receptionist and provides general administrative assistance to Afognak and its Alutiiq subsidiary staff in the Anchorage office.

Primary/Major Duties and Responsibilities (Essential Functions):

Main Reception Duties

• Greet and provide general support to guests & visitors at the main reception area in a professional and courteous manner.
• Answer and direct incoming phone calls in a professional and courteous manner; directing incoming phone calls to appropriate departments / individuals.
• Maintain accurate lists of Facility Service Center Departments and employees to assist with directing phone calls in the most efficient manner possible.
• Follow corporate security requirements by issuing appropriate badges for all visitors to the Alutiiq Facility.
• Maintain corporate security visitor logs pursuant to corporate policy and as otherwise instructed.
• Maintain corporate calendar and conference room schedules.
• Maintain reception area clean and free of clutter, outdated material, etc.
• Maintain accurate list of employees in accordance with Emergency Action Plan.
• Keep conference rooms clean and presentable. Inspect on a regular basis to ensure used coffee cups, etc. are not left overnight.
• Keep supply and break areas clean and presentable.

Mail, Faxes, Federal Express

• Sort and distribute mail in a timely manner to appropriate departments / individuals, using best judgment so as not to delay the receipt of mail and important information.
• Notify individual, or department manager, if certified mail, federal express, hand delivered or faxed documents are received.
• Log-in tracking numbers for all packages received, notify recipients.
• Notify recipients and timely distribute faxes that are sent to corporate fax number. Scan and send to the individual’s email the faxed document addressed to them. (do not place in recipient’s mail slot without first advising and emailing a copy of the fax)
• Maintain and track the personal use “Federal Express Program” as directed.
• Maintain postage machine account and act as expert of postage requirements.

Facility Supplies

• Maintain Facility Supplies for all supply / copier rooms and all kitchens located in the facility.
• Complete and maintain a physical inventory of standard facility supplies on a regular basis.
• Maintain stock and supply / copier rooms and kitchens as needed, maintaining a basic level of supplies for each location to ensure supplies are not depleted before restocked.
• Order facility supplies as requested and in accordance with Company / Facility policies.
• Purchase facility supplies as needed by going to the Vendor, if needed.
• Receive and distribute facility supplies.
• Use available corporate resources to obtain the best value and price in accordance with company policies and as directed.

Administrative Support

• Provide administrative support to departments as needed. Administrative support includes:
  • Shredding
  • Typing Correspondence
  • Sending Faxes
  • Sending FedEx packages/mail/UPS, etc.
  • Assisting with large projects/mail-outs
• Filing
• Making copies
• Scanning documents
• Receiving and marking for processing all incoming checks and log cash receipts.
• Other duties as assigned

Required Qualifications and Experience:

• 2 years’ experience in all aspects of Administration
• Excellent communication & organizational skills
• Strong computer and customer service skills
• High school graduate (or GED)
• Proficient typist and data processing skills
• Ability to deal with a wide variety of people in a professional and courteous manner in diversified situations
• Ability to multi-task and prioritize work with a strong attention to detail
• Proficient with widely used computer equipment and programs, such as: MSWord, Excel, PowerPoint, Outlook, Adobe Professional, and the Internet
• Positive attitude and excellent communication skills both written and oral
• Ability to integrate easily, and work well in a team environment
• Independent, able to focus on projects with little or no supervision and self-motivated

Preferred Qualifications and Experience:

• Certified Notary Public
• Experience providing logistical support for meetings and events a plus.