Administrative Assistant

1 month ago

Anchorage, United States Arctic Slope Regional Corporation Full time

Provide reception and general administrative support to the Petro Star Inc. corporate Anchorage staff. Provide accounts receivable support to the Accounting Department. This position must deal effectively with the public, both professionally and courteously. This is the first person people see when they enter our office, and this person's demeanor, appearance and behavior represents Petro Star.

ESSENTIAL DUTIES AND RESPONSIBILITIES (and other duties as assigned)

  1. Receive visitors to the office. Greet and announce visitors and ensure all visitors sign in and out on the required log.
  2. Answer, screen and route all incoming calls on the main switchboard. Know the procedure for calling in case of a medical or other emergency.
  3. Provide various office facility services (i.e. filling up copiers with paper, etc.).
  4. Receive, sort and distribute incoming mail. Assist with outgoing mail as necessary. Prepare USPS, UPS, Fed Ex and other paperwork for packages going to the mailroom. Prepare weekly pouches for other office locations.
  5. Prepare daily check log of cash receipts.
  6. Back up for A/R invoice processing when needed.
  7. Mail month-end statements to customers.
  8. Scan documents, send faxes, type letters, memos, faxes and put together presentation binders with tabs.
  9. Assist office manager with p-card reporting system and auditing of p-card packets.
  10. Prepare Word and Excel documents.
  11. Check the fax machines and distribute all faxes to appropriate personnel.
  12. Schedule and maintain conference room calendars.
  13. Perform courier duties as requested with prior approval.
  14. Help in coordinating lunch or snacks for approved & scheduled meetings.
  15. Input information into database for archiving documents.
  16. Maintain confidentiality as warranted.
  17. Keep front desk area clutter free and tidy.
  18. Keep kitchen area organized, prepare coffee for office throughout the day, unload dishwasher.
LEADERSHIP COMPETENCY REQUIREMENTS FOR INDIVIDUAL CONTRIBUTOR LEVEL

ASRC's Core competencies include Leading Self, Leading People and Leading the Organization. In addition to our core competency model, our framework includes competencies specific to the various levels of positions within our company. For more information on our core competencies please contact the HR Department and reference the ASRC Leadership Framework.

Customer Focus
  • Is dedicated to meeting the expectations and requirements of internal and external customers; gets first-hand customer information and uses it for improvements in products and services; acts with customers in mind; establishes and maintains effective relationships with customers and gains their trust and respect.
Drive for Results
  • Can be counted on to exceed goals successfully; is constantly and consistently one of the top performers; very bottom-line oriented; steadfastly pushes self and others for results.
Problem Solving
  • Uses rigorous logic and methods to solve difficult problems with effective solutions; probes all fruitful sources for answers; can see hidden problems; is excellent at honest analysis; looks beyond the obvious and doesn't stop at the first answers.
Time Management
  • Uses time effectively and efficiently, concentrating his/her efforts on the more important priorities.


EDUCATION and/or EXPERIENCE
  1. High school diploma or equivalent.
  2. At least two to three years of previous administrative work experience in a business office and previous accounts receivable experience preferred.
  3. Current Alaska driver's license.
  4. Computer skills including previous experience with MS Office Suite. Level 1 ability in Excel required; Level 3 preferred.
  5. Knowledge of current office equipment and techniques, good grammar, business practices, formatting of business documents, proofreading and attention to details.


LANGUAGE SKILLS

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to create occasional reports and correspondence. Ability to speak effectively before groups of employees, executives, high-level officials and/or customers.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

REASONING ABILITY

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

PHYSICAL DEMANDS

The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to sit; reach with hands and arms; and to use hands to finger, handle, or feel. The employee is occasionally required to stand, walk, climb or balance. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job includes the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The work environment is in a busy office setting. The noise level in the work environment is usually moderate. While performing the duties of this job, the employee may be occasionally exposed to outside weather conditions and may be required to travel in small and large commercial aircraft.

NOTE: This document does not create an employment contract, implied or otherwise. The statements contained herein are intended to describe the principal functions of this position, the level of knowledge and skill typically required, and the scope of responsibilities, but should not be considered an all-inclusive listing of work requirements.

Petro Star Inc., a division of ASRC, is a drug free workplace and pre-employment drug testing is part of the hiring process.

ASRC and its family of companies is an Equal Opportunity Employer. Qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, national origin, religion, disability, protected veteran status or any other legal protected status. EOE: M|F|D|V

Petro Star Inc. is the refining division of Arctic Slope Regional Corporation, an Inupiat-owned corporation created as a result of the Alaska Native Claims Settlement Act.

ASRC's family of companies apply a shareholder preference in employment, to the maximum extent feasible, as authorized by law.

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