Power Sports Administrative Assistant

Under the general direction of the Power Sports Manager, the Power Sports Administrative Assistant supports the administrative efforts of Eskimos, Inc., Power Sports division. This position is responsible for complex administrative work, including some data entry, invoicing, inventory management and other clerical work to support the business operations and management team. This position also assists with stocking merchandise, arranging displays, providing excellent customer service, booking travel, processing expense reports and providing other administrative assistance on a daily, monthly and quarterly basis. The Administrative Assistant must have strong professional judgment and be able to work with minimal instruction or supervision but effectively and proactively and timely communicate, collaborate and seek direction from local management and other departments as appropriate.

ESSENTIAL DUTIES AND RESPONSIBILITIES (and other duties as assigned)

• Manage Power Sports Manager’s calendar and independently schedule appointments.
• Screen incoming calls and correspondence and respond independently when possible.
• Prepare memorandums outlining and explaining administrative procedures and processes, provide training when necessary and monitor compliance.
• Prepare invoices for payment, ensuring backup materials are attached, make copies, and file into a proper file.
• Assist employees with onboarding/personnel related forms, leave requests, payroll related documents and other employment related documents and assist employees with getting the same to management and/or Human Resources as necessary.
• Create and review timecards for each employee and ensure they complete and sign. Assist with entering, editing and submitting payroll in Oracle (or any other timekeeping/payroll system in place) and coordinating employee responses to inquiries from Payroll Department.
• Oversee intake of merchandise from distribution center according to inventory automatic replacement system and conduct periodic physical spot checks of inventory to ensure that computerized records are being maintained accurately.
• Act as custodian of Power Sports documents and records as well as take meeting notes and conduct administrative tasks after meetings as necessary to follow up on action item assignments.
• Compose and prepare confidential correspondence, reports, and other complex documents.
• Create and maintain database and spreadsheet files.
• Arrange detailed travel plans and itineraries and prepare expense reports.

LEADERSHIP COMPETENCY REQUIREMENTS FOR INDIVIDUAL CONTRIBUTOR LEVEL

ASRC’s Core competencies include Leading Self, Leading People, and Leading the Organization. In addition to our core competency model, our framework includes competencies specific to the various levels of positions within our company. For more information on our core competencies, please contact the HR Department and reference the ASRC Leadership Framework.

Customer Focus

• Is dedicated to meeting the expectations and requirements of internal and external customers; gets first-hand customer information and uses it for improvements in products and services; acts with customers in mind; establishes and maintains effective relationships with customers and gains their trust and respect.

Drive for Results

• Can be counted on to exceed goals successfully; is constantly and consistently one of the top performers; very bottom-line oriented; steadfastly pushes self and others for results.

Problem Solving

• Uses rigorous logic and methods to solve difficult problems with effective solutions; probes all fruitful sources for answers; can see hidden problems; is excellent at honest analysis; looks beyond the obvious and doesn't stop at the first answers.

Time Management

• Uses time effectively and efficiently, concentrating his/her efforts on the more important priorities.

EDUCATION and/or EXPERIENCE

• Strong knowledge, understanding, and sensitivity to the Inupiat culture.
• High school diploma or equivalent.
• 3-5 years of secretarial or administrative experience.
• Valid and unrestricted Alaska Driver’s License.
• Proficient knowledge of MS Word products including Excel, PowerPoint and other spreadsheet and database software and/or become proficient shortly after hire.
• Some accounting/payroll experience preferred.
• Retail experience and familiarity with auto/mechanical parts preferred.
• The ability to speak and understand the Inupiaq language is important and preferred.

LANGUAGE SKILLS

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of employees or customers.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percentages and to draw and interpret bar graphs.

REASONING ABILITY

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

PHYSICAL DEMANDS

The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to sit; reach with hands and arms; and to use hands to finger, handle, or feel. The employee is occasionally required to stand, walk, climb or balance. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 30 pounds. Specific vision abilities required by this job includes the ability to use close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The work environment is in a busy office setting. The noise level in the work environment is usually moderate. While performing the duties of this job, the employee may be occasionally exposed to outside weather conditions, occasionally be exposed to wet or humid conditions, frequently exposed to extreme cold, occasionally exposed to extreme heat, and may be required to travel by motor vehicle and in small and large commercial aircraft for several hours and possibly overnight or multi-day trips.

NOTE: This document does not create an employment contract, implied or otherwise. The statements contained herein are intended to describe the principal functions of this position, the level of knowledge and skill typically required, and the scope of responsibilities, but should not be considered an all-inclusive listing of work requirements.

ASRC is a drug-free workplace and pre-employment drug testing is part of the hiring process.

ASRC and its family of companies is an Equal Opportunity Employer. Qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, national origin, religion, disability, protected veteran status or any other legal protected status. EOE: M|F|D|V EEO Poster

Arctic Slope Regional Corporation, an Inupiat-owned corporation created as a result of the Alaska Native Claims Settlement Act.

ASRC's family of companies apply a shareholder preference in employment, to the maximum extent feasible, as authorized by law.

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Work Location: In person