Shareholder Services Assistant

Description

JOB SUMMARY:

The Shareholder Services Assistant is one of the first point of contacts for Sitnasuak Native Corporation (“SNC”) and will provide front line support via phone, email and in person to Shareholders, assist in updating shareholder records to ensure current and accurate information in the Sockeye Shareholder Management Portal and Land System, answer shareholder inquiries, and provide general information regarding all Shareholder inquires and benefits support. This is a temporary full-time position.

ESSENTIAL FUNCTIONS:

Shareholder Relations Assistant

• Serves as first point of contact for the shareholder relations department in the SNC Nome office.
• Answers phone, corresponds with shareholders, social workers, attorneys, family and other Native Corporations.
• Utilizing the Shareholder Management System:
• Makes shareholder record changes including addresses, direct deposit information, phone numbers and email addresses.
• Scan and upload received documentation into the system.
• Verify shareholder enrollment or dividend information for various agencies.
• Assist in acquiring affidavits and wills, researching living or deceased relatives and degree of native blood, finding contact information, social security numbers, and dates of birth, recording court decrees for legal guardianship and for redistribution of deceased stockholder shares.
• Assist in preparing Shareholder department information for the SNC Venture.
• Sends change of address forms, processes address change requests and returned mail and maintains associated files.
• Assist in attempts to locate “lost” or “missing” shareholders on a continuing basis.
• Provides back-up office support for the department.
• Advises Shareholder Relations Specialist to initiate procedures to verify and correct shareholder status when discrepancies are noted, and of all shareholder records changes that affect payments in a timely manner.
• Must maintain confidentiality in daily operations.
• Assists with preparations for SNC Shareholder events and participates in and represents the department at such events.
• Assists in preparation of reports on project progress or key issues and findings.
• Assists the Shareholder Department and on special projects.
• Maintain strict confidentiality of Shareholder and company information.

Land Assistant

• Assist with various administrative projects in the Land Department.
• Conduct basic research, prepare, organize and assist with archiving data per the records retention policy.
• Assist with preparing applications and permits for review.
• Assist with entering Homesite and Campsite information into the Sockeye Management Portal, when that functionality is finalized.

Other Duties

• Provide high levels of customer service on a consistent basis.
• Represent Sitnasuak Corporation in a positive and professional manner.
• Provide Annual Meeting/Election support as needed.
• Work in a constant state of alertness and in a safe manner.
• Participate in and complete Company required training and professional development.
• Perform other duties as directed.

SUPERVISORY RESPONSIBILITIES:

This position has no supervisory responsibilities.

Requirements

MINIMUM QUALIFICATIONS:

• High School Diploma: technical, vocational, or administrative certification preferred.
• Previous administrative experience preferred, will train.
• Proficiency in MS Office applications.
• A sound understanding of or willingness to learn about and respect the region, our communities, entities, culture, and especially Sitnasuak Shareholders and their descendants.
• Familiarity with Sitnasuak Native Corporation values strongly preferred.
• Ability to obtain Notary Public within 60 days of employment.
• Fluency in Inupiaq language preferred.
• Ability to travel up to 10% of the time when necessary.
• Valid state driver’s license and qualified to operate a vehicle.
• Ability to pass background screening.

KNOWLEDGE, SKILLS, & ABILITIES:

• Ability to learn about Alaska Native Claims Settlement Act (ANCSA) and adhere to Alaska statutes related to stock management, shareholder records and inheritance, and Alaska Personal Information Protection Act requirements.
• Ability to interpret and adhere to corporate policies and procedures and how they relate to company goals.
• Ability to prioritize and plan work activities; use time efficiently; plan for additional resources; set goals and objectives; develop realistic action plans for self and department.
• Ability to develop and follow detailed instructions and processes.
• Excellent interpersonal skills to work effectively and cooperatively with others.
• Ability to work independently with minimal oversight.
• Ability to adapt to changes in the work environment; manage competing demands; and change approach or method to best fit the situation.
• Ability to deal with frequent changes, delays or unexpected events.
• Ability to manage conflict effectively.
• Excellent analytical skills with the ability to evaluate data and consider decision impact across multiple areas and functions.
• Excellent organizational and time management skills with the ability to prioritize, multi-task and confidentially process and maintain high volumes of data with accuracy and minimal oversight.
• Strong decision analysis and problem-solving skills; ability to draw conclusions and justify decisions.
• Strong professional customer service skills, including active listening, prompt service and follow-up.
• Effective oral and strong technical written communication skills to effectively and clearly communicate and present complex information to others, edit work for spelling and grammar and present numerical data effectively.
• Advanced computer skills specifically using Microsoft Office Suite; ability to learn additional computer skills or software programs.
• Ability to maintain strict confidentiality of Shareholder and company information.
• Ability to enter data accurately into databases and maintain quality control measures.
• Ability to use general office equipment such as computer, scanner, fax, phone, copier, etc.
• Ability to perform basic mathematical computations, detect unobvious facts and issues and exercise resourcefulness in resolving problems.
• Ability to add, subtract, multiply and divide using whole numbers, common fractions and decimals. Ability to compute rates, ratios and percentages and formulate and interpret bar graphs.
• Ability to accurately type 45 WPM and operate a 10-key by touch.
• Ability to meet attendance requirements; ensure work responsibilities are covered when absent; arrive to meetings and appointments on time and participate actively.
• Ability to speak in large group settings.
• Work requires willingness to work a flexible schedule.

WORKING CONDITIONS:

The Shareholder Services team has a customer service driven, professional office setting environment. Although the standard work week is scheduled at 40 hours, additional hours may be required to meet objectives and project deadlines.

PREFERENCE STATEMENT:

Preference will be given to Sitnasuak 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, the Company'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, citizenship, genetic information, or other protected status. When applicable, the Company’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.