Shareholder Services Receptionist

Calista Corporation

Regular

JOB SUMMARY

The Receptionist provides general office support to Shareholder Services Team with a variety of clerical and admin activities and related tasks. The Receptionist will be responsible for answering incoming calls, directing calls to appropriate team members, mail distributions, flow of correspondence, and ordering office supplies as well as additional clerical duties. The receptionist will also support, cross-train and fill the Administrative Assistant role as needed and will receive day-to-day guidance from the Administrative Assistant. This is a part-time position working four hours a day Monday through Friday, for a total of twenty hours a week.

ESSENTIAL FUNCTIONS

• Maintain awareness of Shareholder department internal events and other general Shareholder information in order to assist callers and visitors.
• Achieve knowledge leadership on the phone system in support of Shareholder Services staff. Professionally administer all incoming calls.
• Serve as initial point of contact for Shareholders by providing professional, hospitable, clear, and accurate information.
• Ensure phone calls are redirected to the appropriate staff member, via the phone system or well-composed message.
• Route inquiries related to technical issues with enrollment to Senior Enrollment Manager or designee.
• Greet guests in a professional, friendly, hospitable manner and track visitors via receptionist in a box software upon arrival and departure.
• Order office supplies as directed and keep common areas organized and stocked, including reception, kitchen, waiting room, and conference rooms.
• Assist with the assembly of Shareholder Services electronic and printed desk manuals, including work instructions, templates, guidelines, job aids, FAQs, and responses.
• Assist with compilation, data entry, and maintenance of current contact lists for key stakeholders, including internal partners, Calista region tribes and village corporations, ANCSA Regional Corporations, and related service organizations.
• Open and close visitor area (running & unloading dishwasher, brewing coffee, locking drawers, etc.).
• Assist with standard clerical duties (fax, file, copy, etc.) & maintenance of office equipment.
• Work with other clerical staff to route mail, meter mail, arrange interoffice communications, and send/receive packages and coordinate courier service requests for Shareholder Services.
• Coordinate building maintenance and information technology requests for Shareholder Services.
• Date stamp all incoming mail daily and distribute to staff mail slots.
• Run errands as directed for Shareholder Services Dept.
• Assist with notetaking at Shareholder Service events and activities, including standing sponsor and team meetings, workshops, and review sessions. Assist with preparation and circulation of approved agendas and notes.
• Assist with making travel and accommodation arrangements and preparing travel reports during project mobilization and enrollment application phase.
• Assist with logistics, including scheduling meetings, workshops, and training events, including the setup of audio and video conferencing access and readiness; maintain an awareness of all such activities.
• Assist and fill in for Administrative Assistant as needed.
• Work in a constant state of alertness and in a safe manner.
• Perform other duties as assigned.

SUPERVISORY RESPONSIBILITIES

This job has no supervisory responsibilities.

KNOWLEDGE, SKILLS, & ABILITIES

• Ability to work in a fast-paced multi-tasking customer-service oriented role with competing priorities and frequent interruptions while maintaining a positive attitude and a high degree of efficient and effective performance across a range of customer-service and clerical responsibilities. Ability to adapt to changes in schedule and tasks to accommodate changing priorities.
• Exemplary customer-service skills and professional appearance.
• Excellent organizational skills with the ability to confidentially process and maintain data with attention to detail.
• Basic administrative and professional phone skills; ability to perform related tasks.
• Strong administrative and clerical skills and ability to perform related tasks; alphabetization, filing, making presentations, researching and reporting information, drafting correspondence/memos, etc.
• Basic technical writing skills to effectively draft emails, memos, and correspondence.
• Intermediate computer skills specifically using Microsoft Office Suite; ability to learn additional computer skills or software programs. Ability to type at least 45 words per minute accurately, as confirmed by skills testing.
• Excellent interpersonal skills to work effectively and cooperatively with others.
• Ability to multi-task in a fast-paced environment and to effectively and professionally assist customers in this type of environment.
• Excellent oral and written communication skills to effectively communicate information to others.
• Ability to safely operate a motor vehicle.
• Ability to grasp new tasks.
• Ability to work quickly with high levels of accuracy.
• Ability to be detail oriented, organized, and proactively follow-up as needed.
• Ability to use good judgement and make appropriate decisions.
• Ability to use general office equipment such as fax, phone, copier, etc.
• Strong customer service skills, including active listening, prompt service and follow-up.
• Ability to work positively and productively in a Native Corporation multi-business environment.
• Ability to read, interpret, and follow documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to perform basic math (add, subtract, multiply, divide, find ratios/percentages) quickly and correctly and read bar charts and graphs.
• Ability to safely and efficiently operate a motor transport vehicle in the delivery of confidential documents or sensitive materials.

QUALIFICATIONS

• High School Diploma; technical, vocational, or administrative certification preferred.
• Minimum of two years of related administrative experience, with customer-service focus.
• Valid state Driver's License and be qualified to operate a vehicle under the conditions of Calista Corporation's Driving Policy.
• Ability to pass a drug, reference, and background check.
• Ability to speak Yupik strongly preferred.

WORKING ENVIRONMENT

Calista Corporation's office team has a fast-paced multi-tasking customer-service oriented environment requiring a high degree of efficient and effective performance. Adaptability regarding schedule and task changes is necessary to accommodate changing priorities. Overtime may be required.

PREFERENCE STATEMENT
Preference will be given to Calista shareholders and their descendants and to spouses of Calista shareholders, and to shareholders of other corporations created pursuant to the Alaska Native Claims Settlement Act, in accordance with Title 43 U.S. Code 1626(g).

EEO STATEMENT
Additionally, it is our policy to select, place, train and promote the most qualified individuals based upon relevant factors such as work quality, attitude and experience, so as to provide equal employment opportunity for all employees in compliance with applicable local, state and federal laws and without regard to non-work related factors such as race, color, religion/creed, sex, national origin, age, disability, marital status, veteran status, pregnancy, sexual orientation, gender identity, citizenship, genetic information, or other protected status. When applicable, our policy of non-discrimination applies to all terms and conditions of employment, including but not limited to, recruiting, hiring, training, transfer, promotion, placement, layoff, compensation, termination, reduction in force and benefits.


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


The statements contained in this job description are intended to describe the general content and requirements for performance of this job. It is not intended to be an exhaustive list of all job duties, responsibilities, and requirements.


This job description is not an employment agreement or contract. Management has the exclusive right to alter the scope of work within the framework of this job description at any time without prior notice.