Facilities & Administration Assistant I - Temporary

Visit our website at www.beringstraits.com to apply!

Equal Opportunity Employer/Veterans/Disabled

SUMMARY

Bering Straits Native Corporation is currently seeking a qualified temporary Facilities & Administration Assistant I shareholder or shareholder descendant in the Anchorage office. This position will start on December 26,2023 and end on January 12, 2024.  This position will serve as the assistant to the Sr. Facilities and Administration Manager.  This position performs facilities, administrative, and reception tasks, with special projects as assigned.  The primary functions will be facilitating efficient daily operations within the Anchorage office and to assist the Sr. Facilities & Administration Manager with property management at various BSNC and BSNC subsidiaries owned properties. The Facilities & Administration Assistant I will work with all departments within the company as needed.

ESSENTIAL DUTIES & RESPONSIBILITIES

The Essential Duties and Responsibilities are intended to present a descriptive list of the range of duties performed for this position and are not intended to reflect all duties performed within the job. Other duties may be assigned.

• Serve as a back up to the front desk receptionist during absences, daily/lunch breaks, or during heavy workloads.
• Operates multi-line telephone, fax machine, copiers/printers, postage meter, etc.
• Receives, screens, and routes telephone calls from the general public, shareholders, vendors, and employees to the proper individuals and/or provides answers.
• Assist in processing and delivery of various types of incoming correspondence (U.S. mail, FedEx, emails, etc.).
• Assures outgoing mail has the proper postage including U.S. mail, FedEx, USPS, etc.
• Process incoming supply orders from all departments.
• Performs kitchen, conference, and break rooms supply inventory and purchases needed supplies to ensure adequate stocking.
• Maintains cleanliness in kitchens, conference, and break rooms as needed (emptying dishwasher, coffee pots, wiping down counters, dusting, etc.)
• Coordinates and schedules maintenance for office machinery with vendors to ensure machinery is always in good working order.
• Assist the Sr. Facilities & Administration Manager in maintenance, inspections, and repairs of BSNC and subsidiaries owned properties. Including interactions and correspondence with the property tenants, vendors, contractors, and government agencies.
• Assist in processing BSNC and subsidiaries bonds.
• Process orders for business cards for BSNC and subsidiaries employees.
• Process orders for name plates for the Anchorage office.
• Update and maintain BSNC’s artwork database and coordinate with BSNC’s art consultant for placement of new art pieces, cleaning of artwork and display cases, and repair of artwork if needed.
• Assists in the production of board packets and materials for the Board of Directors meetings.
• Assists shareholders with all shareholder forms and paperwork and to act as notary for those documents that are required to be notarized.
• Helps coordinate and assists in office and corporate events.
• Assists in scheduling and tracking the use of conference rooms and other various building facilities.
• On request, the production of general office written or electronic correspondence. Type memos, correspondence, reports, and other documents in Microsoft Word.
• Review, verify, and upload invoices into the BSNC accounting system.
• Takes and relays clear and accurate messages in a timely manner.
• Other duties assigned by the Sr. Facilities & Administration Manager or acting supervisor.

QUALIFICATIONS - EXPERIENCE, EDUCATION AND CERTIFICATION

To perform this job successfully, an individual must be able to satisfactorily perform each essential duty. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Required (Minimum Necessary) Qualifications (applies to both this section and KSAO’s)

• BSNC Shareholder or Shareholder descendant.
• High school diploma or equivalent General Education Development (GED) certificate.
• A minimum of two (2) years’ experience in typing and general office practice.
• A minimum of one (1) years’ experience providing customer service.
• Experience showing good communication, interpersonal, motivation, and organizational skills.
• Computer related experience to include proficiency with Microsoft (MS) Word, MS Excel, MS Outlook, and MS Office 365.
• Position requires punctuality and dependability to satisfy front desk coverage requirements.
• Observance of a level of personal hygiene/appearance that meets generally accepted business standards and expectations.

Knowledge, Skills, Abilities, and Other Characteristics

• Knowledge of administration and clerical procedures and systems such as word processing, managing files and records, designing forms and spreadsheets, and other office procedures and terminology.
• Managing one’s own time and coordinating time with others.
• Ability to clearly communicate information and ideas in writing so others can understand.
• Willingness to problem solve challenges as they arise.
• Desire and willingness to identify tasks and complete them without needing constant direct oversight.
• Desire to learn new skills and abilities.
• Using computers and computer system software, enter data, or process information.
• Skilled, highly organized, and able to work with minimal guidance.
• Must be task oriented, self-motivated and have the inherent ability to multi-task, work under pressure, meet deadlines and work as a team player.
• Must have strong attention to detail, accuracy, and follow-through skills.
• Sufficient language skills to read and comprehend instructions, correspondence, memos, write correspondence and effectively present information in on-on-one and small group situations to customers, tenants, vendors, contractors, and other employees.

NECESSARY PHYSICAL REQUIREMENTS

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. Employee must maintain a constant state of mental alertness at all times. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Essential and marginal functions may require maintaining physical condition necessary for bending, stooping, sitting, walking or standing for prolonged periods of time; most of time is spent sitting in a comfortable position with frequent opportunity to move about.

DOT COVERED/SAFETY-SENSITIVE ROLE REQUIREMENTS

• This position is not subject to federal requirements regarding Department of Transportation “safety-sensitive” functions.

WORK ENVIRONMENT

Work Environment characteristics described here are representative of those that must be borne by an employee to successfully perform the essential functions of this job. 

Job is performed in an office setting with exposure to computer screens and requires extensive use of a computer, keyboard, mouse, and multi-line telephone system. The work described herein is primarily a modern office setting. Occasional travel may be required.

SUPERVISORY RESPONSIBILITIES

• No supervisory responsibilities.

ADDITIONAL QUALIFYING FACTORS

As a condition of employment, you will be required to pass a pre-employment drug screening and have acceptable background check results. If applicable to the contract, you must also obtain the appropriate clearance levels required and be able to obtain access to military installations.
 

Shareholder Preference.  BSNC gives hiring, promotion, training and retention preference to BSNC shareholders, shareholder descendants and shareholder spouses who meet the minimum qualifications for the job.

Bering Straits Native Corporation is an equal opportunity employer. All applicants will receive consideration for employment, without regard to race, color, religion, creed, national origin, gender, or gender-identity, age, marital status, sexual orientation, veteran status, disability, pregnancy or parental status, or any other basis prohibited by law.

Equal Opportunity Employer/Veterans/Disabled

We participate in the E-Verify Employment Verification Program. We are a drug free workplace.