OC Office & Stock Administrator

Olgoonik is an Equal Opportunity Employer

Overview:

The OC Office & Stock Administrator supports all Olgoonik Corporation (OC) corporate office and subsidiary activities in Wainwright, AK. The position provides front-line support for OC shareholders and descendants, supports the effective operation of the OC Office, and provides general support to OC departments, customers, and events. The position supports the effective operation of the Stock & Shareholder Services Departments, as well as the larger Corporate Administration team, including answering general questions, reviewing and processing forms, providing stock and shareholder services program information, shareholder database data entry, records digitization, filing, uploading forms and records, and assisting with shareholder events.

Primary Responsibilities:

• Assists with and supports shareholder and community programs, training opportunities, and operational functions as directed.
• Answers questions, shares information, and assists with forms and applications relating to OC’s shareholder programs, Class B enrollment, stock estates, and other stock and shareholder matters.
• Assists shareholders and descendants with enrollment applications and other paperwork. Scans, saves, and uploads documents, forwards paperwork to appropriate points of contact, and assists with processing forms.
• Maintains confidential files, records, and information relating to shareholder stock, stock transfers, enrollment, dividends, scholarships, and other shareholder benefits.
• Assists with compiling informational packets for Heirship Committee review and attends Heirship Committee meetings when directed by supervisor.
• Assists with processing shareholder dividends and benefits, including updating shareholder and custodian information, logging calls and answering questions, working with accounting to provide updated address and direct deposit information, stop payments, and reissue of payments.
• Assists with shareholder and community outreach and events, community meetings and Annual Meeting, youth programs, training and development programs, and employment opportunities.
• Regularly monitors the OC Office facilities and acts as the primary liaison with supervisor and OC Service Center staff for maintenance upkeep, snow removal, and other office vendors for facilities issues.
• Regularly monitors the OC Office vehicle and submits needed maintenance requests to ensure it stays in good working order for office staff use and for use by shareholders who apply for bereavement assistance.
• Assists with setting up conference room for OC meetings, as needed.
• Serves as point of contact for and assists with planning employee events in Wainwright.
• Assembles and creates routine and non-routine documents including, but not limited to correspondence, presentations, reports, work instructions, minutes, and logs.
• Performs administrative support and office functions such as answering phones and routing calls, filing, typing, maintaining confidential files, and other general clerical functions.
• Compiles and forwards shareholder and customer feedback and concerns forms.
• Interfaces with and assists with contacting shareholders, residents, Olgoonik employees, and local entities by phone, mail, VHF, and providing printed materials in-person, by email, and other electronic methods.
• Administers pre-employment drug tests, and secures, maintains, and oversees supplies as requested.
• Oversees office supply inventory and orders supplies, and, in conjunction with other OC Office staff, performs office operation procedures including but not limited to opening and closing the OC Office, checking OC mail at the local Post Office and forwarding to appropriate departments, contributing to office cleanliness, and performing basic janitorial services.
• Acts as the primary liaison with IT for the OC Office’s main phone, copier and equipment issues and troubleshooting.
• Provides backup support for coworkers and other departments in the Wainwright office and team members in related departments, as needed.
• Other duties as assigned.

Supervisory Responsibilities:

• Supervisory responsibilities are not anticipated.

Education and/or Experience:

• High school diploma or equivalent preferred. Some college strongly desired.
• Two (2) years of experience in a general office environment preferred.
• Experience with Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook highly desired.

Knowledge, Skills, and Abilities:

• Must be able to relate to Olgoonik shareholder needs and establish communications with shareholders and community members.
• Must demonstrate an excellent attitude and ability to work collaboratively as a member of a team.
• Ability to maintain timely and regular attendance.
• Must be able to multi-task efficiently, work in a fast-paced environment on multiple projects and have attention to detail.
• Position requires self-motivation and the ability to work effectively under minimal supervision.
• Must be able to exercise discretion in performing assigned tasks and projects.
• Must demonstrate ability to appropriately handle proprietary and confidential information in accordance with corporation policies and procedures.
• Must have written and verbal communication skills.
• Must have the ability to effectively present information to shareholders, customers, and colleagues.
• Experience with Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
• Ability to work under pressure and meet new challenges with an open mind and optimistic response.

Certificates, Licenses, Registrations:

• Valid Alaska Driver’s License preferred, but not required.

Security Clearance:

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. 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 required to be able to occasionally stand; walk; sit; use hands and/or fingers to handle, or feel objects, tools or controls; operate office equipment, reach with hands and arms; climb stairs; balance; stoop; kneel; talk or hear; taste or smell. The employee must occasionally lift and or move up to 25 pounds.

Work Environment:

General office environment. Travel may be required based on business demands.

Olgoonik is an Equal Opportunity Employer

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), national origin, age, disability, genetic information, veteran status, marital status, or any other characteristic protected by applicable federal, state, or local laws. As an Alaska Native corporation, Olgoonik provides hiring preference to Olgoonik shareholders, descendants, and their spouses to the extent allowed by law.

Equal employment opportunity, including veterans and individuals with disabilities.

PI286010892