Administrative Assistant

Job Description

Job Description

For the benefit of our people. For the benefit of all people.

Huna Totem Corporation is built around a 10,000-year story of the Huna Tlingit people, who have overcome obstacles through care and responsibility for community wellbeing. Our portfolio includes Icy Strait Point, federal contracting through HunaTek, and strategic investments, all guided by Woosh Jee Een: balance, reciprocity, and respect.

We are hiring a Tourism Finance Admin to join our Finance team in Juneau. This is a front-line support role and a strong entry point into finance operations. You will keep the paperwork behind Accounts Payable, Accounts Receivable, daily revenue, and payroll support accurate, organized, and moving on time across our tourism operations.

This is a non-technical finance support position. You will not own complex journal entries, financial analysis, system setup, or approval authority. You will make sure documentation, routing, and tracking move through the finance office in a timely, accurate, and professional way, and you will learn how a real finance operation runs from the inside.

This position reports to the Director of Finance. It is a full-time, hourly, non-exempt role based in Juneau, Alaska, paying $20.00 per hour.

WHAT YOU WILL DO

Finance office support

- Provide day-to-day clerical support including scanning, data entry, filing, mail handling, and document routing.

- Serve as a friendly first point of contact for routine finance questions and route them to the right AP, AR, payroll, or revenue contact.

- Prepare routine correspondence, basic spreadsheets, checklists, and packets at the direction of finance management.

Documents and records

- Maintain physical and electronic files for AP, AR, deposits, revenue reports, vendor documents, and payroll support.

- Scan, index, and upload documents using consistent naming conventions and folder structures.

- Track missing backup documentation and follow up with departments until packets are complete.

- Follow confidentiality and record retention requirements.

Accounts Payable and vendor support

- Receive, sort, scan, and route vendor invoices and statements for review and approval.

- Match invoices to purchase orders, approvals, packing slips, and receipts.

- Follow up on missing approvals, coding, W-9 forms, certificates of insurance, and vendor setup documents.

Accounts Receivable and cruise billing support

- Compile and organize support for customer invoices, cruise line billing, excursion vouchers, passenger counts, and ticket summaries.

- Coordinate with operations and sales to complete required billing documentation.

Cash, deposits, and daily revenue

- Collect, scan, and file daily revenue paperwork, register and settlement reports, till sheets, deposit slips, and credit card batch support.

- Help prepare daily and weekly revenue packets using checklists and standard naming conventions.

- Flag missing signatures, reports, or receipts to the appropriate supervisor.

Payroll and month-end support

- Organize timesheet backup, gratuity documentation, and approval reports as assigned.

- Assist with month-end document requests, AP cutoff support, and recurring close checklists.

- Help assemble organized packets for auditors, managers, and finance staff.

Everything moves through checklists and established controls, and you will always have someone to ask.

WHAT YOU BRING

Education and experience

- High school diploma or equivalent required.

- One to three years of office, administrative, finance support, hospitality, tourism, or similar experience preferred.

- Prior experience with filing, data entry, document management, mail handling, basic invoice processing, or customer service preferred.

- Experience in a seasonal, multi-department, or fast-paced operation is helpful.

Technical and office skills

- Basic proficiency with Microsoft Outlook, Word, Excel, and shared drive or document management systems.

- Comfortable with scanners, copiers, printers, shipping tools, and office phones.

- Willing to learn company systems such as Sage Intacct, ADP, Monday.com, SharePoint, FareHarbor, and POS reporting.

- Able to follow checklists, naming conventions, and step-by-step procedures with accuracy.

What makes someone successful here

- Highly organized and detail-oriented, with strong follow-through.

- Reliable and punctual, able to manage recurring tasks without reminders.

- Service-oriented and professional with coworkers, vendors, and guests.

- Discreet with sensitive and confidential information.

- Comfortable asking questions and escalating when something looks off.

- Able to shift priorities during peak season while keeping accuracy.

PHYSICAL REQUIREMENTS AND WORKING CONDITIONS

- Office-based role with extended computer use, filing, scanning, and repetitive document handling.

- Ability to lift, carry, and organize up to 25 pounds, including file boxes, paper, and office supplies.

- Occasional walking between offices to deliver mail or packets and support routine administrative errands.

- Occasional schedule flexibility during payroll, month-end, peak cruise season, and audit deadlines.

- Valid driver's license may be required if assigned duties include errands, mail drops, bank coordination, or interoffice deliveries.

NATIVE PREFERENCE AND EQUAL OPPORTUNITY

Huna Totem Corporation applies P.L. 93-638 preference for qualified Alaska Native and American Indian applicants. Huna Totem Corporation is an equal opportunity employer.

9301 Glacier Highway, Suite 200, Juneau, Alaska 99801