New job Records Administrator in Alaska

Job Reference

21-0214

Post Date

8/30/2021

CARC

Yes

Close Date

9/13/2021

City/Location

Fairbanks

State

AK

Point of Hire

Fairbanks, AK

Company

DL - Doyon Limited

Reports To

Shareholder Records Manager

Starting Pay

DOE

Type of Position

Regular Full-Time

FLSA Status

Non-Exempt

Hours

8am-5pm

Schedule

Monday - Friday

Description

Under the supervision of the Shareholder Records Manager, the employee will maintain accurate and current records for all shareholders so that proxy materials, dividends, distributions, newsletters and correspondence reach the shareholder in accordance with the required timeframes. The employee is involved with moderately complex issues dealing with intestacy, inheritance and probate and must be familiar with the laws governing each.

ESSENTIAL FUNCTIONS:
INHERITANCE, CUSTODY & CHILD SUPPORT

Act as primary contact with deceased’s family

Responsible for determining heirs to stock of deceased shareholders

Determine heirs to stock; transfers stock to heirs; update database records

Assist shareholders in updating stock wills and answer general questions regarding stocks

Ensure that minor shareholders have the proper custodian listed in records

Monitor and process custodian changes

Respond to court orders for child support and take appropriate action in records database

ENROLLMENT & GIFTING

Assist applicants with completing forms and obtaining enrollment documents

Enter data in shareholder software program; Verify documents; Create files; Provide follow up

Provide shareholders with instructions and forms for gifting of stock

Determine validity of stock; issue new certificates; create new shareholder profiles

OTHER

Assist with distributions and annual meeting projects

Query, analyze, report and present information on shareholders statistics as necessary

Notarize documents upon request

Perform other functions of Shareholder Records department including processing address changes, corrections to date of birth and social security numbers, check requests, stop payments, dividend forgery, name changes, check hold codes, blood quantum corrections, etc.

Some travel required

Other duties as assigned

DOYON LIMITED 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:

Administrative Skills- Performs a variety of responsible and confidential office, clerical and professional administrative duties.

Attention to Detail- Ensures one's own and others’ work and information are complete and accurate.

Communication Skills- Listens, writes, and speaks effectively, and positively relates and interacts with co-workers and others.

Conflict Resolution- Prevents, manages, and/or resolves conflict.

Dependability- Consistently adheres to operational standards, ensures smooth operations and positive customer experiences, builds a productive workplace, is reliable, and improves team morale.

Independence- Works with minimal supervision.

Networking- Establishes, maintains and utilizes a broad network of contacts (e.g., in a specific industry, in government, and the community) to monitor public and internal issues that affect our business.

Problem Solving- Anticipates and identifies problems, distinguishes between symptoms and causes, and determines alternative solutions involving varied levels of complexity, ambiguity and risk.

Research Skills- Searches, finds, and evaluates information sources.

Time Management- Manages time effectively when accomplishing tasks, projects, and goals.

Willingness to Learn- Willing to learn new skills or techniques to meet the demanding changes of job duties and responsibilities.

SUPERVISION:

This position has no supervisory responsibilities

Requirements

REQUIRED QUALIFICATIONS:

High School Diploma or equivalent experience

3 years administrative experience in shareholder records

o May Substitute secondary education on a year for year basis

Six months experience with the Alaska Native Claims Settlement Act and 1991 Amendments; or inheritance laws and procedures

Strong computer skills including Microsoft Office and data based programs

PREFFERED QUALIFICATIONS:

Two (2) years college preferred. Relevant experience may be exchanged for education

WORKING ENVIRONMENT: 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 work is generally sedentary, requiring routine walking, standing, bending and carrying items weighing less than forty pounds. [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.

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.

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.

This job description is not an employment agreement or contract, implied or otherwise, other than an “at will” relationship. Management has the exclusive right to alter the scope of work within the framework of this job description at any time without prior notice.