Administrative Assistant/Travel-Billeting

JOB SUMMARY: This position primarily provides administrative support to administrative and project management teams. The Administrative Assistant/Travel-Billeting will work with highly sensitive, private and confidential company and personnel information and records. Job requirements include exceptional organizational skills, attention to details, data entry, routinely copying and filing documents, and a clear understanding of the importance to collect and uniformly file documents in accordance with the implemented filing matrix and safekeeping protocols. Accordingly, this position must at all times uphold and preserve this confidentiality and secure and safeguard all records.

LOCATION: Town & North Slope project sites

SCHEDULE: Town - Mon-Fri+; Projects - Mon-Sun

HOURS: Town – 40+, Projects – 70+

POINT OF HIRE: Fairbanks, AK 

TYPE OF POSITION: Projects/Full-Time

ESSENTIAL FUNCTIONS:

• Understand, practice and continually lead by example Doyon Energy Services' commitment to zero incident safety and environmental culture
• Maintain project controlled documents in accordance with instructions from the project management team and Business Manager
• Submit travel and billeting requests to Client for all project personnel.
• Assist in onboarding personnel.
• Input data and maintain database for travel and billeting as needed on a daily basis as directed by the Administrative manager.
• Maintain and follow procedures for collecting, filing and safekeeping project documentation
• Provide all other clerical assistance to administrative and project management teams
• Undertake special projects as requested by project management team members and Administrative Manager
• General filing
• Ensure all required office supplies are readily available
• Other duties as assigned

DOYON CORE COMPETENCIES:

• Commitment to Excellence – Identifies what needs to be done and takes action to achieve a standard of excellence beyond job expectations.
• Corporate Values- Understand, embraces, and integrates Doyon corporate values into everyday duties and responsibilities.
• Customer Service – Identifies and responds to current and future client needs by providing excellent service to internal and external clients.
• Safety and Security – Promotes a safe work environment for co-workers and customers.
• Teamwork – Resourceful team player that builds, strengthens, and maintains collaborative relationships with others inside or outside the organization.

JOB SPECIFIC COMPETENCIES:

• Planning/Organizing – Ability to organize and prioritize daily work, including tracking and managing numerous and varied tasks, uses time efficiently and develops realistic action plans; has ability to manage multiple priorities and projects simultaneously. Ability to set and achieve goals and meet deadlines.
• Attention to Detail – Ensures one's own and other's work and information are complete and accurate.
• Communication Skills – Listens, writes, and speaks effectively, and positively relates and interacts with co-workers and others. Professional and open communication is required by all. Ability to recognize and accurately communicate important issues and questions to appropriate staff personnel.
• Confidentiality – Full and complete knowledge and understanding that highly sensitive, private and confidential data requires handling with the utmost discretion.
• Analytical Skills – Ability to analyze and improve work processes and documentation workflow.
• Problem Solving – Ability to define problems, collect data, establish facts, and draw valid conclusions.
• Quality Management – Looks for ways to improve and promote quality and demonstrates accuracy and thoroughness. Ability to successfully and accurately perform duties and responsibilities with minimal direct supervision. Ability to proactively work in a high paced, deadline oriented environment.
• Judgment – Displays willingness to make decisions, exhibits sound and accurate judgment and makes timely decisions.
• Safety and Security – Actively promotes and personally observes safety and security procedures and uses equipment and materials properly.

QUALIFICATIONS: To successfully perform this job, this position must perform all duties and responsibilities accurately and satisfactorily while complying with specific deadlines. The qualifications listed below are representative of the knowledge, skills, and/or abilities required to satisfactorily perform this job.

EDUCATION AND EXPERIENCE

• High School Diploma or GED.
• 1 year project experience preferred.

COMPUTER SKILLS

• Must have a strong working knowledge of computers and proficiency in all Microsoft Office Suite programs.
• Ability to learn, understand and effectively use client and DES' corporate management information systems.

PREFERENCE STATEMENT: Doyon grants preference to qualified Doyon Shareholders first, and second to qualified shareholders of other Alaska Native corporations that grant a similar preference in all phases of employment and training, which include, but are not limited to hiring, promotion, layoff, transfer, and training.

WORKING ENVIRONMENT: The work is generally sedentary, requiring routine walking, standing, bending, and carrying items weighing up to 25 pounds. The majority of work is performed in a professional office setting with a wide variety of people with differing functions, personalities, and abilities.

PHYSICAL DEMANDS: The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential duties and responsibilities of this job. The employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee is occasionally required to reach with hands and arms. Specific vision abilities include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. [Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions].

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

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employee(s) will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.

A review of this position has excluded marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and responsibilities are essential job functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent(s) will possess the skills, aptitudes and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills or abilities.