Facilities & Administration Assistant I

About Bering Straits Native Corporation Bering Straits Native Corporation (BSNC) was formed as a result of the Alaska Native Claims Settlement Act (ANCSA) in 1972. BSNC became the regional Alaska Native Corporation (ANC) for the Bering Strait region, which encompasses the majority of the Seward Peninsula and the coastal lands of eastern Norton Sound. This is one of the most culturally diverse regions in the state. Three distinct Native languages are spoken: St. Lawrence Island Yupik, Central Yup’ik, and Inupiaq. About this position: Facilities & Administration Assistant I Location- Anchorage, Ak 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. 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 accommodation may be made to enable individuals with disabilities to perform the essential functions of the position. Applicants will be notified via phone or email within ten (10) business days of submittal. Essential Duties & Responsibilities 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. Assist 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 bid bonds. Process orders for business cards for BSNC and subsidiaries employees. Process orders for name plates for the Anchorage office. Assists in updating and maintaining 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 acts as notary for those documents that are required to be notarized. Helps coordinate and assist 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. Required (Minimum Necessary) Qualifications Education Requirements: High school diploma or equivalent General Education Development (GED) certificate. Level of Experience Requirements: A minimum of two (2) years’ experience in typing and general office practice. A minimum of one (1) year experience providing customer service. BSNC Shareholder or Shareholder descendant. 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. Using computers and computer system software, enter data, or process information. 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 pay 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. Willingness to 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. Skilled, highly organized, and able to work with minimal guidance. Preferred N/A Supervisory Responsibilities This position will not supervisory DOT Covered/Safety-Sensitive Role Requirements This position is not subject to federal requirements regarding Department of Transportation “safety-sensitive” functions. 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. Employees must always maintain a constant state of mental alertness. Reasonable accommodation 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. 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. Physical Setting: The 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 in a modern office setting. Schedule and Flexibility: Work will be performed Monday through Friday from 8:00 am to 5:00 pm excluding holidays. Some overtime may be required. Occasional travel may be required. 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 and maintain the appropriate clearance levels required and must also 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 any status protected by state or federal law, or any other basis prohibited by law.