Administrative Assistant I

Tyonek Native Corporation•Anchorage, AK

1d•Onsite

About The Position

GENERAL DESCRIPTION Performs administrative and clerical work in support of Tyonek Native Corporation's Administration Department. We will exercise using shareholder preference in filling this position. DUTIES Office Opening & Reception · Responsible for opening and closing the office Monday – Friday, 8:00 a.m. – 5:00 p.m. · Greet visitors and ensure all guests sign in and out of the office. · Answer phones in a clear, positive tone; handle inquiries and direct callers/visitors to appropriate staff. · Maintain a welcoming reception area and refresh coffee and beverages throughout the day. · Update announcements on the reception area TV. · Disinfect high-touch areas frequently, following CDC guidelines; may be required to screen staff/visitors prior to office access. · Manage security badges for staff and visitors, ensuring temporary badges are issued, returned, and properly accounted for. Mail & Document Management · Prepare, sort, and distribute incoming and outgoing mail and packages, including certified mail and FedEx. · Code incoming invoices and forward to appropriate staff. · Filing, faxing, scanning, and making copies. · Maintain and troubleshoot all office copiers, including toner and paper replenishment. · Maintain filing systems (electronic and physical) for easy retrieval of documents. Scheduling & Meeting Support · Responsible for scheduling and maintaining Master, Conference Room, and Board Room calendars. · Set up meetings through Teams and in-person as requested. · Coordinate catering for all meeting meals, including ordering, set-up, and clean-up. · Prepare and clean meeting rooms, including providing beverages, wiping down surfaces, straightening chairs, removing garbage, and shutting down electronics as needed. Office & Facility Management · Ensure workspaces, reception area, kitchen, refrigerator, supply room, and copier areas clean, organized, well- stocked, and maintain a professional appearance. · Ensure informational displays, signage, and announcements are current and appropriate. · Take inventory and order office supplies as needed. · Complete daily building and parking lot inspections. · Monitor security system, report activity as necessary. · Occasionally drive to run errands related to office operations. Administrative & Department Support · Support all Shareholder and business-related activities conducted by TNC. · Drafts routine shareholder notices, business correspondence, and meeting communications. · Identifies workflow improvement opportunities and assists in updating administrative procedures. · Work directly with various corporate managers to complete special projects. · Maintain internal contact lists and update/share current contact sheets. · Prepares monthly expense reconciliation packets for supervisor review. · Assist multiple departments with administrative tasks, reports, and data entry as needed. · Ensure confidential information is handled in accordance with corporate policies. Emergency Response Awareness · Reception staff must maintain awareness of emergency procedures including evacuation, lockdown, and medical incidents. · Maintain an emergency contact list at the reception desk. Additional Duties · Perform other duties as assigned to support the office, departments, or corporate objectives. EDUCATION/EXPERIENCE REQUIREMENTS High School graduate or equivalent We maintain a drug-free workplace and perform post offer, pre-employment substance abuse testing. PHYSICAL REQUIREMENTS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions. Must be able to walk or stand on level and/or inclined surfaces and sit for extended periods of time. Must be able to routinely climb / descend stairs. On occasion must be able to lift 30 pounds. Must be able to routinely grasp or handle objects, use finger dexterity, bend elbows / knees, and reach above / below shoulders. Works in a normal office environment with controlled temperature and lighting conditions. We maintain a drug-free workplace and perform post offer, pre-employment substance abuse testing. EQUAL OPPORTUNITY EMPLOYER / VEVRAA /ADA TNC and its subsidiaries fall under ANCSA and are entitled under Federal Law to extend hiring preferences to its shareholders. ANCSA provides TNC the authority to give shareholder preference in hiring. TNC reaffirms its belief in equal employment opportunity for all employees and applicants for employment. Tyonek is an Equal Employment Opportunity Employer and a VEVRAA governed Federal Contractor who affords equal employment opportunity to protected veterans and people with disabilities. TNC provides all employees and job applicants' equal employment opportunities in hiring and promotion without regard to age, sex, sexual orientation, marital status, race, religion, color, veteran status, genetic information, physical or mental disability, national origin or any other reason prohibited by law.

Requirements

High School graduate or equivalent
Punctual with good attendance
Organized and attention to detail
Good writing and oral communication skills
Computer literacy and ability to use Microsoft software and data base software
Ability to work with little or no supervision on various projects and activities
Experience in office operations
Proof of clean driving record

Nice To Haves

Two years of general secretarial or file clerk experience is desirable

Responsibilities

Responsible for opening and closing the office Monday – Friday, 8:00 a.m. – 5:00 p.m.
Greet visitors and ensure all guests sign in and out of the office.
Answer phones in a clear, positive tone; handle inquiries and direct callers/visitors to appropriate staff.
Maintain a welcoming reception area and refresh coffee and beverages throughout the day.
Update announcements on the reception area TV.
Disinfect high-touch areas frequently, following CDC guidelines; may be required to screen staff/visitors prior to office access.
Manage security badges for staff and visitors, ensuring temporary badges are issued, returned, and properly accounted for.
Prepare, sort, and distribute incoming and outgoing mail and packages, including certified mail and FedEx.
Code incoming invoices and forward to appropriate staff.
Filing, faxing, scanning, and making copies.
Maintain and troubleshoot all office copiers, including toner and paper replenishment.
Maintain filing systems (electronic and physical) for easy retrieval of documents.
Responsible for scheduling and maintaining Master, Conference Room, and Board Room calendars.
Set up meetings through Teams and in-person as requested.
Coordinate catering for all meeting meals, including ordering, set-up, and clean-up.
Prepare and clean meeting rooms, including providing beverages, wiping down surfaces, straightening chairs, removing garbage, and shutting down electronics as needed.
Ensure workspaces, reception area, kitchen, refrigerator, supply room, and copier areas clean, organized, well- stocked, and maintain a professional appearance.
Ensure informational displays, signage, and announcements are current and appropriate.
Take inventory and order office supplies as needed.
Complete daily building and parking lot inspections.
Monitor security system, report activity as necessary.
Occasionally drive to run errands related to office operations.
Support all Shareholder and business-related activities conducted by TNC.
Drafts routine shareholder notices, business correspondence, and meeting communications.
Identifies workflow improvement opportunities and assists in updating administrative procedures.
Work directly with various corporate managers to complete special projects.
Maintain internal contact lists and update/share current contact sheets.
Prepares monthly expense reconciliation packets for supervisor review.
Assist multiple departments with administrative tasks, reports, and data entry as needed.
Ensure confidential information is handled in accordance with corporate policies.
Reception staff must maintain awareness of emergency procedures including evacuation, lockdown, and medical incidents.
Maintain an emergency contact list at the reception desk.
Perform other duties as assigned to support the office, departments, or corporate objectives.