Title: Administrative Assistant
Position Location: Anchorage
Relocation Assistance: DOE
The Administrative Assistant is responsible for providing clerical and general office support to all personnel working in the Anchorage office, as well as staff working off-site. This position assists with the administrative functions of each Borough department. This position acts as the initial point of contact for visitors, including elected officials, various professionals, building management and maintenance personnel, appointed officials from federal agencies, the State of Alaska, other municipalities, and constituent communities. The Administrative Assistant must be sensitive to cultural diversity and be able to communicate appropriately and professionally with members of the public.
Duties & Responsibilities
- Answering the telephone promptly and courteously, transferring calls as appropriate and taking messages when necessary
- Maintaining the kitchen, workroom, hallway, and reception area daily so they remain clean and orderly
- Operating and maintaining all office machines, including the telephone system. This includes, but is not limited to, cleaning, maintaining and replacing toner and print cartridges as needed in the copier, facsimile (fax) machine, postage machine, various printers, and other office equipment, as directed.
- Maintaining electronic and/or hard copies of records by following the established records retention policy, and assisting staff with record retention procedures
- Providing general document support for office staff, including copying, collating, and assembling supporting documents for various departments and compiling packets as requested
- Attending meetings, taking notes and producing minutes, meeting summaries, lists of action items or other documents as requested
- Maintaining office supplies, placing orders, and picking up additional supplies as needed
- Receiving and immediately distributing mail, incoming faxes and other deliveries within the office
- Packaging items for mailing and delivering them to the USPS, FedEx, UPS, or local air carriers as directed. Running other business-related errands as required and directed.
- Making travel arrangements, which may include ferry reservations, airline reservations, lodging, conference facilities, vehicle rental, etc., as requested
- Assisting the Finance Director by monitoring and maintaining the office’s petty cash fund and tracking vendor invoices as requested
- Scheduling various meetings, conference rooms and other events for the Anchorage office
- Serving as a liaison for various entities. This includes providing coordination as needed between office personnel and the building management firm on all office/building related issues, attending and taking minutes at meetings, and other duties as needed
- Managing the participation in the Alaska Municipal League Joint Insurance Association Loss Control Incentive Program and providing training information to staff to comply with program requirements
- Overseeing day-to-day helicopter operations which includes but is not limited to reservation management, updating manifests and operations reports, and collecting outstanding payments
- Other duties as assigned
- High School diploma
- Valid Alaska driver’s license
- Proficiency in commonly used software such as Adobe, Microsoft Word, Outlook, Publisher and Excel, with above average knowledge of setting up spreadsheets and using moderately complicated formulas
- Practical knowledge of office machines
- Ability to manage several online calendars for various events, meetings, activities and conference room use
- Ability to proofread and edit documents
- Self-starting individual with an outstanding work ethic who can be given a list of diverse tasks with varying “complete by” dates, prioritize the list appropriately, obtain the materials and supplies necessary, and then complete all tasks timely, successfully, and in appropriate order
- Impeccable record-keeping skills and excellent judgement
- Quick learner with ability to accept and process feedback, who can document a history of outstanding productivity while generating high quality of work
- Ability to lift, move, and carry 50 pounds
- Familiarity with the Aleutians and/or rural Alaska
- Familiarity with records retention policies and procedures
All qualified candidates who meet or exceed the above Position Qualifications or have relevant experience will be contacted.
AES provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. While working within the parameters of an Alaska Native Organization, hiring preference will be given to shareholders/spouses/descendants and other Alaska Natives in accordance with Public Law 93-638.
AES matches job seekers with opportunities in which they are recognized and rewarded for their experience, skills and abilities. AES is proud to be an Alaskan-owned company building relationships on integrity and trust since 1977. Our Services are always FREE to candidates.
POSITION OPEN UNTIL FILLED