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Administrative Specialist

Alaska Permanent Fund Corporation
Juneau, AK
  • Posted: over a month ago
  • Other
Job Description

The Administrative Specialist performs the primary administrative and clerical functions in support of the general operations of the Corporation and assigned investments teams. The responsibilities of this position extend the capabilities of those they support by handling business affairs, and highly confidential information in a professional manner.

Administrative Operations Team

The Admin Team at APFC consists of five talented individuals who continuiously come together as a team to keep the APFC gears turning smoothly with discretion and fortitude. The Admin Team prides itself on ensuring our part of every process is done accurately and consistently, allowing the members of our team to focus more of their time on their jobs.  We expect each member of our team to pursue additional training to grow and develop professionally and personally.  When not in the office you can find us running the Klondike, at our kids sporting events, fishing, boating, and serving our community through volunteer work.


Key Attributes

  • A belief that great outcomes come from great teams; a demonstrated ability to collaborate well in a small, informal team environment 
  • Self-motivation and very strong sense of personal and professional integrity 
  • Technology savvy with the ability to learn quickly
  • Exceptional written and verbal communication as well as superior customer service
  • The ability to comprehend and summarize material and extract relevant information
  • Intellectual curiosity and excellent attention to detail
  • Effectively prioritize and execute tasks in a high-pressure environment


Principal Responsibilities

Investment Administrative Support

  • Represents the Corporation and assigned investment teams in polished professional manner
  • Arranges travel per the Alaska State Travel policies and APFC’s exemptions as well as processes all related travel reimbursements
  • Answers phones, schedules appointments, greets and assists visitors 
  • Responsible for taking weekly meeting minutes and distributing them to relevant staff members for review
  • Manages wide ranging communications ensuring all team members are provided with pertinent information
  • Coordinates and collects data to assist with drafting annual departmental budgets and projections
  • Tracks department spending vs. budget in key areas such as travel and training
  • Coordinates Investments Board packets:
    • Creates regular consent agenda items with accuracy and completeness
    • Completes due diligence template
    • Prints investment packet materials & meets production deadlines
  • Builds and edits professional slide presentations on behalf of assigned investment team leadership
  • Conducts, coordinates and reports findings on special research and other projects as assigned


Department Liaison with APFC Staff and External Managers

  • Coordinates and schedules external manager meetings for assigned Investment Directors
  • Coordinates and tracks responses to managers and other investments-related requests for information
  • Responds to inquiries from internal and external sources relating to Investments
  • Coordinates with third party data providers and consultants
  • Works closely with records retention expert to archive and retain corporate and department records per the State of Alaska and APFC schedules
  • Coordinate with IT Team to arrange video conferencing and other system support



General Administrative Support

  • Responsible for managing small contracts including, procurement, financial coding, verifying the accuracy of charges, and approving related invoices, accounts payable.
  • Responsible for weekly invoice entry within the accounting system
  • Responsible for the financial coding and processing of all Accounts Payables
  • Monitors the accounts payable shared inbox and responds to related inquires
  • Performs receptionist duties including, mail distribution, directing phone calls, responding to public inquiries and office equipment monitoring
  • Assists with project documentation and management
  • Services as a backup to the other administrative specialists
  • Serves as the primary backup for credit card reconciliation and travel
  • Performs other duties as assigned


Required Qualifications

  • Minimum of 2 year of Professional Office experience, combination of college and work experience may meet minimum qualification.
  • High degree of professionalism and confidentiality
  • Ability to balance daily tasks with deadline-based projects
  • Solid technical proficiency including entire MS Office suite
  • The ability to comprehend and summarize material and extract relevant information
  • Must have demonstrated track record of outstanding organizational abilities
  • Exceptional written and verbal communication as well as superior customer service
  • Effectively prioritize and execute tasks in a high-pressure environment 


Additional Qualifications

  • The Investment Teams travel frequently and require significant travel support, previous experience with travel is a plus
  • Additional Administrative / Professional Office experience beyond the 2 year minimum is preferred


Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may be added, removed or changed at any time with or without notice.


AAP/EEO Statement

APFC provides equal employment and advancement opportunities to all.  APFC follows all applicable Federal and State laws and does not discriminate in employment opportunities or practices on the basis of race, color, religion, sex, national origin, age, disability, or any other class protected by law.

Alaska Permanent Fund Corporation


Juneau, AK
99801 USA



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