Administrative Assistant I

Overview

Doyon, Limited's mission is to continually enhance our position as a financially strong Native corporation to promote the economic and social well-being of our 20,000 shareholders. We provide exceptional career opportunities for individuals who value professionalism, collaboration, and a commitment to excellence. We understand the importance of treating our employees well and the impact motivated employees have in helping us succeed in our vision to be the leader in all we do.

Comprehensive Benefits Package:

Doyon, Limited offers a highly competitive benefits package that make up a significant portion of an employee's total compensation. Eligible employees may participate in the following benefits (these details are for informational purposes only and are subject to any policy or plan changes):

• Paid Time Off (PTO)
• Paid Holidays
• Medical Insurance
• Dental & Vision Insurance
• Flexible Spending Accounts (FSA) & Health Savings Accounts (HSA)
• Life insurance
• Short and Long-Term Disability
• 401(k) Plan & Employer Match
• Profit sharing
• Employee Assistance Program
• Tuition Assistance

JOB SUMMARY: Under the supervision of the Facility Manager, the Administrative Assistant will assist with daily administrative duties, including general office functions. This position requires the ability to multi-task and offers increasing levels of responsibility and development.

Responsibilities

ESSENTIAL FUNCTIONS:

• Greet and interact with visitors and guests
• Answers and screens incoming and outgoing calls. Take and relay incoming messages and place outgoing calls as needed
• Performs administrative assistance: provides and receives information concerning matters related to the company, outside agencies, shareholders, etc., through clear communication
• Preserves the confidentiality of proprietary information and uses good judgment in recognizing the scope of authority
• Arranges meetings and conferences, assuring complete information is available as required
• Maintains the Facilities calendar and ensures that complete information is available for all related matters
• Make travel, meeting, and conference arrangements
• Provides records management and performs filing
• Assists in preparing agendas and board packets; attends meetings as necessary
• Accounting Skills: Assists in coding and tracking invoices and expenses for the department
• Composes and prepares routine correspondence; independently prepares recurring reports
• Monitor and order office supply inventory
• Monitor and maintain the operation of office machines
• Responsible for sorting and distribution of incoming mail and handling outgoing mail
• Maintain kitchen/workroom areas
• Supports other areas of the company as appropriate
• Other duties as assigned

DOYON LIMITED CORE COMPETENCIES:

• Commitment to Excellence – Identifies what needs to be done and takes action to achieve a standard of excellence beyond job expectations.
• Corporate Values- Understand, embraces, and integrates Doyon corporate values into everyday duties and responsibilities.
• Customer Service – Identifies and responds to current and future client needs by providing excellent service to internal and external clients.
• Safety and Security – Promotes a safe work environment for co-workers and customers.
• Teamwork – Resourceful team player that builds, strengthens, and maintains collaborative relationships with others inside or outside the organization.

JOB-SPECIFIC COMPETENCIES:

• Administrative Skills- Performs a variety of responsible and confidential office, clerical and professional administrative duties.
• Attention to Detail- Ensures one's own and other's work and information are complete and accurate.
• Communication Skills- Listens, writes, and speaks effectively, and positively relates and interacts with co-workers and others.
• Creative Thinking- Creates something new or original; explores ideas, generates possibilities, looks for many right answers rather than just one; generates new ideas by combining, changing, or reapplying existing ideas.
• Dependability- Consistently adheres to operational standards, ensures smooth operations and positive customer experiences, builds a productive workplace, is reliable, and improves team morale.
• Independence- Works with minimal supervision.
• Networking- Establishes, maintains and utilizes a broad network of contacts (e.g., in a specific industry, in government, and the community) to monitor public and internal issues that affect our business.
• Planning and Organizing- Systematically develops plans, prioritizes, organizes and manages resources in order to accomplish business goals within a specific time period.
• Problem Solving- Anticipates and identifies problems, distinguishes between symptoms and causes, and determines alternative solutions involving varied levels of complexity, ambiguity and risk.
• Workforce Development- Effective in the recruitment, selection, development, and retention of competent staff members.

Qualifications

REQUIRED QUALIFICATIONS:

• High School Diploma or equivalent experience
• Valid Driver's license, ready access to a registered vehicle and must be able to provide proof of state-required insurance on a registered vehicle
• One year of administrative experience required
• Proficiency with Microsoft Word, Excel, and Outlook.
• Superior knowledge of business English, spelling and punctuation, general office practices and procedures

PREFERRED QUALIFICATIONS:

• Two-year college degree

WORKING ENVIRONMENT: The majority of the work is performed in a professional office or job site setting with a wide variety of people with differing functions, personalities, and abilities.

PHYSICAL DEMANDS: The work is generally sedentary, requiring routine walking, standing, bending, and carrying items weighing up to forty pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus. While performing the duties of this Job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms and talk or hear.

REASONABLE ACCOMMODATION: It is Doyon's business philosophy and practice to provide reasonable accommodations, according to applicable state and federal laws, to all qualified individuals with physical or mental disabilities. 

PREFERENCE STATEMENT: Doyon grants preference to qualified Doyon Shareholders first, and second to qualified shareholders of other Alaska Native corporations that grant a similar preference in all phases of employment and training, which include, but are not limited to hiring, promotion, layoff, transfer, and training.

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employee(s) will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.

A review of this position has excluded marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and responsibilities are essential job functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent(s) will possess the skills, aptitudes and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills or abilities.