What are the responsibilities and job description for the Office Assistant position at Koniag Inc.?
Job Summary:
The Office Assistant is responsible for the smooth and efficient support of the Anchorage office, including facilities. This position maintains the efficient and safe working environment of all employees and office activities. This position serves as the first point of contact for managing incoming calls and providing customer service to Shareholders and visitors.
Essential Functions include, but are not limited to:
- Responsible for the day-to-day reception functions, ensuring all functions are carried out in accordance with procedures and protocols.
- Ensure front desk coverage during business hours including greeting guests in a professional and appropriate manner, answering all incoming calls, and referring them to appropriate staff and delivering messages to staff.
- Responsible for maintaining a professional, neat, clean, organized, and efficient office environment. This includes the reception area, breakroom, Boardroom, Boardroom sideboard, and all conference spaces.
- Monitor and facilitate incoming and outgoing mail, faxes and packages to appropriate staff including express shipments, certified mail log, courier deliveries and special service shipments.
- In Coordination with, and under the direction of the Sr. Director of HR & Administration, maintain the Emergency Response Plan and assist in the training of staff on emergency procedures.
- Assist in the preparation of the Facilities portion of the Annual Operating Plan.
- Assists in the preparation of the staff meeting presentation.
- Assist with maintenance of corporate filing system.
- Conduct daily walk through of the facility to ensure a professional, clean, organized and efficient office environment.
- Serve as the purchasing agent for the Anchorage office and maintain appropriate inventory levels of all office and facilities supplies.
- Ensures that office supplies are replenished in a timely manner, including toner cartridges for the various printers/copiers and all kitchen supplies. Responsible for ordering and delivery of office supplies as necessary.
- Develop and maintain standard procedures, policies, and manuals related to office administration.
- Assist in the planning and logistics for staff and corporate events.
- Ensure that all incoming checks and cash receipts are maintained and logged.
- Maintain master contacts list and various event mailing lists.
- Ensure that coffee and hot water are prepared each day including in preparation of any meetings or events taking place in the offices.
- Backup to Office Administration staff.
- All other duties as assigned.
Knowledge, Skills & Ability:
- Good planning and time management skills. Must be able to manage multiple projects and deadlines with no decrease in productivity.
- Strong computer skills with a high proficiency with the Microsoft Office Suite, Microsoft SharePoint, and Adobe products.
- Ability to be the subject matter expert on office equipment, systems, and devices.
- Excellent interpersonal skills; must be able to work independently and interact effectively with all levels of the organization.
- Excellent oral and written communications skills.
- High ethical standards and the ability to maintain confidential information.
- Excellent organization skills and detail oriented.
- Culturally sensitive and able to relate and interact with all Shareholders.
- Ability to work in excess of 40-hour week, if necessary
- Must have manual dexterity to operate computer keyboard and standard office equipment.
- Dependable attendance for a standard 8am – 4pm work day
Qualifications
- 3 - 5 years of progressively responsible administrative experience.
- Notary Public preferred.
- Ability to pass a background check including a motor vehicle record.
Office Location and Travel:
This position is in Anchorage, AK.
Working Environment & Conditions:
This position is primarily indoors, consistent with a standard office position and has a noise level of mostly low to moderate. The incumbent is required to stand; walk; sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; talk and hear. The workload may require the incumbent to sit for extended periods of time. The incumbent must occasionally lift and/or move up to 25 lbs. Specific vision abilities required by the job include close vision, distance vision, color vision, depth perception, and the ability to adjust focus.
Preference Statement:
Preference will be given to Koniag shareholders and their descendants and spouses, and to shareholders of other corporations created pursuant to the Alaska Native Claims Settlement Act, in accordance with Title 43 U.S. Code 1626(g) and Title 42 U.S. Code 2003-2(i).
Additionally, Koniag’s policy is to select, place, train and promote the most qualified individuals based upon relevant factors such as work quality, attitude and experience, so as to provide equal employment opportunity for all employees in compliance with applicable local, state and federal laws and without regard to non-work related factors such as race, color, religion/creed, sex, national origin, age, disability, marital status, veteran status, pregnancy, sexual orientation, gender identity, genetic information, citizenship or other protected status. When applicable, Koniag’s policy of non-discrimination applies to all terms and conditions of employment, including but not limited to, recruiting, hiring, training, transfer, promotion, placement, layoff, compensation, termination, reduction in force and benefits.
Reasonable Accommodation:
It is Koniag’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.
The statements contained in this job description are intended to describe the general content and requirements for performance of this job. It is not intended to be an exhaustive list of all job duties, responsibilities, and requirements.
Preference Statement:
Preference will be given to Koniag shareholders and their descendants and spouses, and to shareholders of other corporations created pursuant to the Alaska Native Claims Settlement Act, in accordance with Title 43 U.S. Code 1626(g) and Title 42 U.S. Code 2003-2(i).
Additionally, Koniag’s policy is to select, place, train and promote the most qualified individuals based upon relevant factors such as work quality, attitude and experience, so as to provide equal employment opportunity for all employees in compliance with applicable local, state and federal laws and without regard to non-work related factors such as race, color, religion/creed, sex, national origin, age, disability, marital status, veteran status, pregnancy, sexual orientation, gender identity, genetic information, citizenship or other protected status. When applicable, Koniag’s policy of non-discrimination applies to all terms and conditions of employment, including but not limited to, recruiting, hiring, training, transfer, promotion, placement, layoff, compensation, termination, reduction in force and benefits.
Reasonable Accommodation:
It is Koniag’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.
The statements contained in this job description are intended to describe the general content and requirements for performance of this job. It is not intended to be an exhaustive list of all job duties, responsibilities, and requirements.