Office Manager

Job Overview

The Administrative Assistant is responsible for providing support to Tozitna shareholders and Board of Directors, by responding to inquiries and processing scholarships, bereavement funds and donations, as well as overall board meeting preparation and follow-up. The Administrative Assistance reports to the President and works closely with the Tozitna Office Manager and full Board of Directors in its role of supporting the community and shareholders and day-to-day operations. This role requires dependability, excellent communication skills, and the ability to manage multiple tasks effectively.

Major Responsibilities:

• Provides excellent customer service and promotes positive public relations by providing information and guidance as appropriate, ensuring all inquiries and communications are answered and documented in a timely manner.
• Manages incoming and outgoing mail.
• Assists Office Manager with updating and maintaining Shareholder records.
• Coordinates with Tozitna Settlement Trust to processes Shareholder scholarship applications, bereavement fund requests, and donations in accordance with established policies and procedures, accurately and within a timely manner.
• Processes completed forms for proper execution, accuracy and approval in a timely manner.
• Performs filing, scanning, uploading, downloading, and archiving of documents.
• Maintains a log of Shareholder communications, requests and on-going status for reference and documentation.
• Board meeting preparation and follow-up, in coordination as needed from the Office Manager, such as: scheduling, reserving meeting space, posting announcements of meetings and related events, coordinating and/or reserving meeting meals; assisting with agenda items and resolutions; attending board meetings, taking notes and drafting minutes; coordinating board-meeting related travel for Board members, staff, and guests as applicable including processing per diem payments and meeting fees. Includes all regular and special Board meetings and Land Committee, Tanana Gas Station and Tozitna Settlement Trust meetings.
• In coordination with the Office Manager, assists as directed in the preparation of the annual report and Annual Shareholder Meeting, including annual meeting notifications; annual shareholders notice and proxy packet mail out and meeting; arranging meeting facility, meal preparation, and travel arrangements; record, preparing meeting minutes; supports tabulator and election judge as applicable; and coordinates special events.
• Maintains and updates social media, on-line platforms, and coordinates with IT to update the website as applicable.
• Coordinates the production of the quarterly newsletter, in coordination with the Office Manager
• Performs Notary Services as applicable.
• Assists with compiling and preparing monthly, quarterly and yearly activity and other reports
• Provide back-up support for accounting such as receive and record payments, prepare check requests.
• Participates in and as part of a collaborative team that strives to provide exceptional service to all Tozitna Shareholders and other external parties, as well as Tozitna Board members.
• Attends staff meetings, work and training sessions as required.
• Supports management team with administrative tasks (i.e., program and supply purchases, maintaining reports, etc.)
• Other duties as assigned.

Minimum Education/Experience

• GED/High School Diploma required; Associates degree preferred.
• Three years’ administrative office experience; administrative duties related to Board of Directors and shareholder services preferred.
• Must have valid State of Alaska driver’s license.

Required Knowledge or Skills

• Excellent verbal and written communication skills; ability to communicate clearly and to a variety of audiences.
• Excellent interpersonal and customer service skills.
• Ability to work in a collaborative, family-friendly environment.
• Highly motivated and able to work independently.
• Ability to handle challenges positively and build positive organizational relationships.
• Excellent organizational skills and detail oriented.
• Excellent time managements skills, ability to multi-task and prioritize tasks effectively and to work under pressure to meet deadlines.
• Proficient with Microsoft Office Suite or related software, including Outlook, Teams, SharePoint/One Drive, Word and Excel.
• Strong analytical and technical skills.
• Exhibit professional work standards.
• Dependable and reliable attendance.
• Culturally sensitive and able to relate and interact with all Shareholders and guests.
• High ethical standards and ability to maintain strict confidentiality required.
• Willingness to learn new and challenging administrative duties, to be mentored and receive on-the-job training.
• Ability to do basic math including addition, subtraction, division, multiplication, and find percentages.
• Ability to exercise resourcefulness in assisting management, the Board and other staff.
• Ability to write routine reports and correspondence.

Preferred Knowledge or Skills

• Proficient in accounting or bookkeeping.
• Familiarity with EasyBoard or other board management tools.
• Experience in shareholder record maintenance; familiarity with Granite or other shareholder record databases preferred
• Knowledge of board management, including agenda and board minute preparation.
• Experience with database management.
• Understanding of and experience with the community and organizations of Tanana and the Doyon region.
• Familiarity with ANCSA Settlement Trusts.

Physical Demands

• Position is primarily indoors, consistent with a standard office position and has a noise level of mostly lower to moderate.
• Sedentary to light physical workload, including the ability to stand, walk, sit; use hands to finger, handle, or feel objects, tools or controls as well as to lift or grasp; reach with hands and arms; talk and hear; and perform repetitive motions.
• Able to exert up to 25 pounds of force occasionally and/or up to a negligible amount of force constantly to move objects, including the human body.
• Manual dexterity to operate computer keyboard and standard office equipment.
• Close visual acuity required for activities such as viewing a computer terminal and extensive reading, including close vision, distance vision, color vision, depth perception, and the ability to focus.
• Must be able to travel via airplane, car, boat, etc.
• Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Pay and Benefits

• Hourly rate: $25 - $27 per hour.
• Paid Time Off (PTO), Holidays included.
• Employee matched 401(k) plan.

Work Schedule

• 30 hours per week
• Weekends may be required on occasion (Board and Shareholder Meetings).

Work Location

This position is located in-office only, in Fairbanks. However, Tozitna also has an office in Tanana and travel to Tanana for Board meetings and other business as needed will be periodically required.

EEO Statement

Tozitna, Limited is an equal opportunity employer. We recruit, employ, train, compensate, and promote without regard to age, race, color, religion, creed, national origin, gender (including gender identity), sexual orientation, disability, veteran status, marital or family status, or any other basis protected by applicable federal, state, or local law. As an Alaska Native-owned company, Tozitna, Limited grants employment preference first to Tozitna, Limited shareholders, their spouses or descendants, and second, to Alaska Natives, who meet the qualifications of the position.

Job Type: Part-time

Pay: $25.00 - $27.00 per hour

Expected hours: 30 per week

Benefits:

• 401(k) matching
• Paid time off

Application Question(s):

• Have you done administrative duties related to Board of Directors and shareholder services?

Education:

• High school or equivalent (Required)

Experience:

• Administrative Office: 3 years (Required)

License/Certification:

• Driver's License (Required)

Location:

• Fairbanks, AK 99701 (Preferred)

Ability to Commute:

• Fairbanks, AK 99701 (Required)

Willingness to travel:

• 25% (Required)

Work Location: In person

Salary : $25 - $27