Information Specialist

Primary responsibility is providing information on services offered by the organization using courteous and professional customer service via telephone and/or in person as a front-line representative of the IRHA. Greet, assist, and provide information to clients, visitors and other guests of the organization. Provide clerical support to the organization.

Essential Functions:

Serves as the first point of contact for the public, receive and screen in person visitors and telephone calls. Assist the public in person with program and application questions. Refer requests as needed to appropriate staff.

Pre-screen and follow up with program applications to ensure they are fully completed for program assistance before acceptance and forward to Tribal Development staff. Date and time stamp applications.

Assist staff by sending correspondence via mail, telephone, or email for requests for required documentation from clients and first-time program applicants.

Proficient knowledge of filling and e-filing documents and informational materials.

Receive and forward to the appropriate staff on client issues and requests in a timely manner.

Operate multi-line telephone switchboard, retrieve messages and route calls to appropriate staff, voicemail, and/or take messages.

Open and close visitor area (locking doors, turning off lights, cleaning and sanitizing area, forwarding phones).

Clean and organize both kitchen areas, ensure coffee and kitchen supplies are full and stocked.

Perform clerical and administrative support to overall organization such as proofreading, transcribing information, operating software to perform data entry, typing documents and letters, and preparing reports.

Maintain files, receipt books, records, and staff listings.

Collect, sort, distribute and prepare mail, messages, courier deliveries. Ensure correct coding to departments and proper postage on outgoing mail is correct before mailing. Make occasional drop-offs and pickups from postal/mail services.

Transmit information or documents to the public via electronic means to include computer, mail, or facsimile machine.

Maintain and update calendars for departments. Update daily staff information.

Provide internal staff updates of staff member’s whereabouts and availability; also inform staff of other employees’ leave. Maintain and file current staff sign in rosters and update as needed.

Provide internal communication to staff members as requested.

Provide information about the IRHA such as location, business information and general program information.

Become a notary public if requested and provide notary services to staff and clients.

Create and post notices as requested.

Schedule and organize appointments, take minutes and notes during meetings.

Maintain office supplies, restock and order supplies. Maintain and organize storage areas and cabinets.

Ensure all office equipment such as copiers, fax machines, video equipment has adequate supplies, in working order, troubleshoot issues or provide service requests for troubleshooting.

Assist with the preparation of events such as contacting catering vendors to prepare and submit orders for various events and meetings throughout the year.

Maintain and purchase shopping items and lists for events, conferences, and meetings.

Ensure that the required documents for purchasing food and supplies are completed.

Set up and clean up conference rooms for events, meetings, and training.

Assist in the preparation of materials and packets for meetings and events. Ensuring proper grammar and punction and all pertinent material is complete for final preparation.

Maintain and update the Village Council contact information and distribute to staff as required.

Punctual and reliable in all aspects of job duties and functions.

Establish and maintain a Receptionist’s Standard Operating Procedure manual and desk reference.

Perform duties in compliance with established rules and regulations, policies and procedures of the Interior Regional Housing Authority.

Other duties as assigned.

Knowledge, Skills and Abilities:

Knowledge of administrative and clerical procedures and systems such as data entry, word processing, filing and other office procedures and terminology.

Ability to maintain sensitive and confidential information and documents.

The ability to observe office etiquette and protocol, use discretion, ask questions as appropriate.

Knowledge of and ability to use computer hardware and software programs.

Knowledge of and ability to use office equipment, e.g., phones, copier, fax.

Detailed oriented and professional.

Ability to work independently and with minimum supervision.

Ability to use tact, discretion and courtesy in dealing with clients, the public, and others encountered in the course of the work.

Ability to learn and take on new duties as requested.

Ability to establish and maintain working relationships with managers, employees and others encountered in the course of work. Work as a team member.

Ability to learn, follow and apply established office procedures.

Excellent verbal and written communication skills.

Punctual and dependable.

Ability to type at least 35-40 words per minute.

Ability to adapt to a fast-paced work environment and frequent changes.

Ability to travel as requested.

Ability to work with diverse groups of people and effectively handle any immediate conflicts or challenges in person and over the telephone.

Supervisory Responsibilities:

There are no supervisory responsibilities in this position.

Qualifications:

· High School diploma or GED.

· Valid Drivers License.

Preferred:

One year of related clerical experience or training includes the use of computers and office equipment.

WORKING ENVIRONMENT: Most of the work is performed in a professional office setting with a wide variety of people in differing functions, personalities and abilities.

PHYSICAL DEMANDS: An individual will be required to work the majority of hours in a general office environment and will need to be able to quickly respond to a change in work demands. Prolonged periods sitting at a desk and working on a computer. Occasional driving. Occasional light lifting (1-25 lbs.) is required. Occasional travel may be required. [Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions].

REASONABLE ACCOMODATION: It is IRHA’s business philosophy and practice to provide reasonable accommodations, according to applicable state and federal laws, to all qualified individuals with physical or mental disabilities.

This job description is not an employment agreement or contract. Management has the exclusive right to alter the scope of work within the framework of this job description at any time without prior notice.

Job Type: Full-time

Pay: $24.31 - $27.00 per hour

Expected hours: 37.5 per week

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

People with a criminal record are encouraged to apply

Education:

• High school or equivalent (Required)

Experience:

• Clerical: 1 year (Required)

Location:

• Fairbanks, AK 99701 (Required)

Ability to Commute:

• Fairbanks, AK 99701 (Required)

Ability to Relocate:

• Fairbanks, AK 99701: Relocate before starting work (Required)

Willingness to travel:

• 25% (Preferred)

Work Location: In person

Salary : $24 - $27