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Halftime Office Manager/Executive Assistant

NIMA Corporation
Anchorage, AK
  • Expired: over a month ago. Applications are no longer accepted.
Job Description

Job specifications are intended to present a descriptive list of the range of duties performed by employee under the supervision of the Director of Finance and Administration (DF&A). Specifications are not intended to reflect all duties performed within the job.

 

Job Description Summary

This position is responsible for ensuring efficient office management, bookkeeping and property management which includes building maintenance, rental management, municipal code, and landlord-tenant act compliance. This position requires tactful and professional interaction with internal and external stakeholders and customers. Major tasks require ensuring timely, efficient, and accurate administrative support is provided to management and the board, conducts accurate and timely bookkeeping activities and ensures accurate records management.

 

Knowledge, Skills, and Abilities

Previous experience in a related field preferred. Employee shall be highly organized, detail oriented, self-driven, possess excellent customer care, written and verbal communication skills. Ability to maintain a strict level of confidence, be proficient in Microsoft Office Programs and Share Point. Proficiency in all aspects of Quick books or similar accounting platform required along with working knowledge of Generally Accepted Accounting principles (GAAP). Must present a professional appearance, have excellent typing and strong problem-solving skills, with the ability to prioritize efficiently and work alone and/or as part of a team. Be enthusiastic and reliable. Must have knowledge of basic office procedures.

Essential Duties and Responsibilities under the Supervision of the DF&A

Bookkeeping Tasks

· Reviews and ensures payroll, accounts payables/receivables are processed in an accurate and timely manner.

· Processes all payroll liabilities and prepare all state and federal quarterly and annual reporting requirements in a timely manner.

· Respond to all incoming correspondence regarding unemployment insurance claims, child support inquiries, etc.

· Ensures all bank accounts are reconciled monthly in a timely manner.

· Creates financial reports and spreadsheets as required.

· Compiles year end accounting and other data for the annual financial review.

· Ensures worker’s comp audit reports are completed in a timely manner.

· Works with insurance providers on Annual insurance renewals.

Administrative Tasks

· Ensures adequate administrative and clerical support is provided to support ongoing daily operations.

· Ensures Annual Meeting documents are prepared and disseminated to shareholders and stakeholders.

· Create and edit PowerPoint documents when required.

· Combine documents, letters etc. for Annual Report.

· Provide support to management regarding financial or company information.

· Serve as primary Point of Contact for computer service and office equipment updates/maintenance.

Facilities Management Tasks

· Coordinates with service contractors for all building repairs and maintenance issues.

· Ensures rent and laundry deposits are collected and accounted for.

· Point of contact with tenants for repair problems.

· Screens potential new tenants by conducting income and criminal background checks.

· Prepares leases for execution.

· Arrange service work for landscaping, snow removal and janitorial services.

Qualifications

· Associates or a combination of education, training, or similar experience may be substituted for relevant experience.

· Basic office computer and software skills with proficiency in Microsoft Office Suite programs.

· Must be proficient in oral and written communications, interpersonal and listening skills.

· Ability to analyze, problem solve, meet deadlines, and operate in a strict climate of confidentiality and discretion.

· Work effectively with minimum supervision.

Required Competencies

· Customer Service – Responds promptly to internal and external customer needs and meets commitments in a timely manner.

· Interpersonal Skills – Focuses on solving conflict, avoidance of blaming. Maintains confidentiality. Listens to others without interrupting. Mindful of emotions. Remains open to others’ ideas.

· Oral Communication – Speak clearly and persuasively in positive or negative situations. Listens and asks for clarification. Responds well to questions. Demonstrates group presentation skills. Participates in meetings.

· Written Communication – Writes clearly, informatively and edits work for spelling and grammar. Varies writing style to meet needs. Presents data and information effectively. Ability to read and interpret written information.

· Judgment - Displays willingness to make decisions. Exhibits sound and accurate judgment. Supports and explains reasoning for decisions. Includes appropriate people in decision-making process. Makes timely decisions.

· Professionalism - Approaches others in a tactful manner. Reacts positively under pressure. Treats others with respect and consideration regardless of their status or position. Accepts responsibility for own actions. Follows through on commitments.

· Ability to work with minimal supervision.

The position requires:

· Working with computers, proficient in Microsoft Office and other office equipment i.e., copier, fax, multi-line phone system.

· Reading and learning, attention to detail, problem solving.

· Professional interactions with NIMA Corporation and its subsidiaries and other companies.

· Must be able to have sound reasoning.

· Proficiency in the English language, in presentations, with verbal and written communication are a must.

· Ability to manage multiple concurrent tasks and handle constant interruptions meeting deadlines.

Environment and Physical Activity, the employee:

· Must be able to lift and/or move up to 25 pounds, walk up and down stairs without assistance.

· Must be able to travel and work in non-urban areas using many different means of transportation.

· May be exposed to outside harsh weather conditions. Noise level in the work environment is usually quiet.

· Incumbent must be able to work in less-than-ideal offices, facilities, or situations on rare occasions.

Company Description
Alaska Native Village Corporation growing in the Government Contracting business sector. No Phone calls please.

NIMA Corporation

Address

236 West 10th Ave Suite 100 Anchorage

Anchorage, AK
USA

Industry

Business