ADMINISTRATIVE ASSISTANT

General Description

The Administrative Assistant position is responsible for facilitating the efficient functioning of an office via a wide range of administrative, IT related, financial, and managerial tasks.

Bristol Alliance of Companies (Bristol Industries) is committed to building lasting relationships that reflect our hard work, ingenuity, and dedication to safety. Every employee has an impact on our success, which benefits the Native culture, land, and people of the Bristol Bay region.

Our values: People, Communities, Reputation, Teamwork, Trust, and Truth.

Essential Roles and Responsibilities:

·       Collect data and information to assist the Commander and Deputy in managing the work and can include them on correspondence and meetings to ensure that the particular issues related to the particular function.

·       Determines matters that can be handled by the Division Directors and refers the topic as appropriate. Routes matters requiring action by the Division Directors and follows up to ensure that actions are completed.

·       Assist as the office manager and on own initiative, recommends changes in administrative policies.

·       Recommend office procedures and practices to be used within the Command.

·       Establishes and maintains suspense file on pending correspondence, ensuring deadlines are met serves as central point of contact for authoritative information on administrative policies, procedures, and requirements.

·       Review all correspondence prepared by staff personnel of the Command for signature of supervisor for format (Navy Correspondence Manual), punctuation, accuracy of references, assembly of enclosures, compliance with routing procedures, etc..

·       Advise other personnel within the Command in the preparation of correspondence.

·       Prepare and distribute special instruction for the preparation and routing of such correspondence in accordance with the Navy Directives Management Program Manual, as necessary.

·       Maintain a file of correspondence and events and brings such things to their attention on their return, In the absence of the Commander or Deputy.

·       Assist the OICC in support of new employee’s check-in/ check-out process, minor property inventory control, Command Information Office (CIO) / Navy Marine Corps intranet (NMCI) liaison for software and hardware requirement.

·       Maintain supervisor’s calendars, making appointments and arranging for meeting rooms, scheduling recurring appointments without prior approval from supervisors, assembling and disassembling conference materials, flyers, booklets, and handouts, maintaining internal office reports and filing system, such as personal files, time & attendance, correspondence log, minor inventory/property listing and annual training requirement list.

·       Other duties as assigned.

Knowledge, Skills, and Abilities:

·       Knowledge of GAAP, job cost and government accounting.

·       Knowledge with DCAA requirements, including FAR 31 and ICE schedules.

·       Skilled in advanced Excel and report writing.

·       Comprehensive knowledge of general finance, treasury, forecasting, and budgeting.

·       Skilled in organization and analytics, including data evaluation, statistical compilation, and report generation.

·       Advanced skills in financial result consolidation, reporting, and implementation of accounting procedures.

·       Knowledge of enterprise level accounting systems, preferred experience with Spectrum and Unanet.

·       Knowledge working with multiple types of accounting and other financial systems, leveraging processes, workflows, and employee talent to maximize efficiency.

·       Skilled in collaboration with the ability to thrive in a dynamic, deadline-driven environment.

·       Skilled verbal and written communication.

·       Ability to maintain a sharp attention to detail.

·       Ability to prioritize, organize, and perform well under stress.

·       Ability to work flexible hours as required to meet deadlines.

·       Skilled with Alaska Native Corporations.

·       Knowledge of the Small Business Administration’s 8(a) program.

Measures of Performance:

·        Living Bristol Alliance of Companies culture and values through the supervision and support provided to Accounting Supervisors and staff and to the Bristol Alliance of Companies leaders and staff (20%).

·        Set and meet accounting deadlines, with accuracy (20%).

·        Implementation and maintenance of effective accounting systems and internal financial controls, workflows, and effective employee labor management to increase efficiency, accuracy and reduce costs (20%).

·        Meet all tax requirements (20%).

·        Meeting GAAP, DCAA, and Auditor requirements (10%).

·        Perform all duties in a safe and responsible manner (10%).

Required Qualification:

·       High school diploma or GED is required.

·       BA/BBA/BS in business, accounting, or finance is required.

·       Minimum of 10 years of accounting experience, with at least 7 years of progressively responsible experience in corporate accounting/finance and 5 years in a management role is required.

·       A minimum of 5 years working for a government contractor, preferably with a focus in construction is required.

·       Valid driver’s license is required.

Preferred Qualifications:

·       CPA, CMA, or CFMA certification preferred.

·       Experience in accounting system or other large system conversions is preferred.

·       Proficiency in the Microsoft Office Suite and Adobe product is preferred.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

·       This position may require close visual acuity to perform activities such as viewing a computer terminal and extensive reading.

·       Position may require specific physical requirements include, but are not limited to, balancing, stooping, sitting for long periods of time, reaching, walking, lifting, talking, hearing, and performing repetitive motions.

·       Position is subject to inside environmental conditions.

Physical Qualifications:
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.

·       Mobility: Must be able to stoop, kneel, reach, walk, lift, grasp, feel, talk, hear, and perform repetitive motions.

·       Hearing: Must be able to hear audible safety alarms.

·       Visual Acuity: Must be adequate to perform above listed tasks in a safe manner and perform activities such as viewing a computer terminal and extensive reading.

·       Lifting: Must be able to exert up to 10 pounds of force occasionally and up to 10 pounds of force frequently, and/or a negligible amount of force constantly to lift, carry, push, pull or otherwise move objects, including the human body.

Benefits:

Excellent salary and benefits package to include paid time off, paid holidays, comprehensive health insurance plan including medical, dental, vision, life insurance, long-term disability insurance, 401(k) plan with employer match.

Contingency

Continued employment is contingent upon passing security clearance, drug screen, and background check.

Equal Opportunity Employer Statement

Bristol Industries, LLC is an equal opportunity employer and offers any available positions to all, without regard to race, color, religion, sex, nation origin, age, disability, veteran status, parenthood, pregnancy, marital status, or changes in marital status, in accordance with applicable state and federal laws. This applied to recruitment, placement, pay, benefits, training, employment status changes, social and recreational programs, and other conditions and benefits of employment.

As an Alaska-Native owned company, Bristol Industries seek out and hire qualified Alaska Native and other minorities.