Records Administrator

Shareholder Records Manager

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.

Doyon, Limited offers a highly competitive benefits package that make up a significant portion of an employee's total compensation. Depending Full time regular status employees are eligible to participate in the following benefits (these details are for information purposes 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 (HAS)
• Life insurance
• Short and Long-Term Disability
• 401(k) Plan & Employer Match
• Profit sharing
• Employee Assistance Program
• Tuition Assistance

Under the supervision of the Shareholder Records Manager, the employee will maintain accurate and current records for all shareholders so that proxy materials, dividends, distributions, newsletters and correspondence reach the shareholder in accordance with the required timeframes. The employee is involved with moderately complex issues dealing with intestacy, inheritance and probate and must be familiar with the laws governing each.

Essential Functions

Inheritance, Custody & Child Support

• Act as primary contact with deceased's family
• Responsible for determining heirs to stock of deceased shareholders
• Determine heirs to stock; transfers stock to heirs; update database records
• Assist shareholders in updating stock wills and answer general questions regarding stocks
• Ensure that minor shareholders have the proper custodian listed in records
• Monitor and process custodian changes
• Respond to court orders for child support and take appropriate action in records database

Enrollment & Gifting

• Assist applicants with completing forms and obtaining enrollment documents
• Enter data in shareholder software program; Verify documents; Create files; Provide follow up
• Provide shareholders with instructions and forms for gifting of stock
• Determine validity of stock; issue new certificates; create new shareholder profiles

Other

• Assist with distributions and annual meeting projects
• Query, analyze, report and present information on shareholders statistics as necessary
• Notarize documents upon request
• Perform other functions of Shareholder Records department including processing address changes, corrections to date of birth and social security numbers, check requests, stop payments, dividend forgery, name changes, check hold codes, blood quantum corrections, etc.
• Some travel required
• 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 others' work and information are complete and accurate.
• Communication Skills- Listens, writes, and speaks effectively, and positively relates and interacts with co-workers and others.
• Conflict Resolution- Prevents, manages, and/or resolves conflict.
• 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.
• Problem Solving- Anticipates and identifies problems, distinguishes between symptoms and causes, and determines alternative solutions involving varied levels of complexity, ambiguity and risk.
• Research Skills- Searches, finds, and evaluates information sources.
• Time Management- Manages time effectively when accomplishing tasks, projects, and goals.
• Willingness to Learn- Willing to learn new skills or techniques to meet the demanding changes of job duties and responsibilities.

This position has no supervisory responsibilities

Qualifications

Required Qualifications:

• High School Diploma or equivalent experience
• 3 years administrative experience in shareholder records o May Substitute secondary education on a year for year basis
• Six months experience with the Alaska Native Claims Settlement Act and 1991 Amendments; or inheritance laws and procedures
• Strong computer skills, including Microsoft Office and data-based programs

Preferred Qualifications:

• Two (2) years of college preferred. Relevant experience may be exchanged for education

The majority of work is performed in a professional office setting with a wide variety of people with differing functions, personalities and abilities.

The work is generally sedentary, requiring routine walking, standing, bending and carrying items weighing less than forty pounds. [Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions].

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.

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.