Job specifications are intended to present a descriptive list of the range of duties performed by employees.  Specifications are not intended to reflect all duties performed within the job.

Summary:

 Manages and oversees the delivery of administrative support services for the Anchorage Rescue 21 Tatitlek office and its employees. 

ESSENTIAL DUTIES AND RESPONSIBILITIES:

OFFICE MANAGEMENT DUTIES:

• Ensures administrative services are delivered in compliance with company policies, procedures and quality and safety standards.

• Works with Program Manager to identify, develop and implement corporate and departmental policies, procedures and services standards.

• Primary liaison  for maintenance, mailing, supplies, equipment, bills and errands

• Organizes and schedules meetings and appointments

• Partners with the corporate Human Resources Department to maintain and insure adherence to corporate policies.

• Responsible for insuring the completion of  all new hire paperwork

• Organizes and manages all office operations and procedures

• Coordinates with the corporate Administrative Services Department for all office equipment

• Manages relationships with vendors, service providers and landlord, ensuring that all items are invoiced and paid on time

• Provides general support to visitors

• Manage office' schedules, calendars and appointments

• Responsible for managing office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved and that clerical functions are properly assigned and monitored

• Establishes a historical reference for the office by outlining procedures for protection, retention, record disposal, retrieval and staff transfers

• Ensure office efficiency is maintained by carrying out planning and execution of equipment procurement, layouts and office systems

• Plans, budgets, coordinates and oversees company events 

• Responsible for developing standards and promoting activities that enhance operational procedures

• Develops and implements new hire orientation and training of new staff members

• Design and implement filing systems

• Ensure filing systems are maintained and current

• Establish and monitor procedures for record keeping

• Ensure security, integrity and confidentiality of data

PROJECT CONTROL/ACCOUNTS RECEIVABLE AND ACCOUNTS PAYABLE SUPPORT

• Assists in gathering, developing and when required approving Customer invoices and back up required for invoices
• Assists in developing budgets and schedules to conform to project requirements and takes corrective actions as necessary.
• Generates purchase requests and vendor paperwork for assigned projects
• Supports monthly financial projections by analyzing employee and subcontract labor.
• Coordinate and compile input from team members for various weekly reports
• Reconcile financial discrepancies by collecting and analyzing account information
• Secure financial information by reviewing financial reports
• Verify, allocate, post and reconcile transactions
• Support month-end and year-end close process as needed by AP, AR and PM’s
• Works with the corporate Accounting Department to insure compliance with corporate policies and procedures

PROGRAM RELATED ADMINISTRATIVE DUTIES

• Prepare and/or edit organizational charts, memos and other general office documents and material as required
• Attend meetings with customers and capture and distribute minutes derived from the meeting
• Prepares and/or edits government required documents and reports as needed
• Assist supply technician in the procurement of office supplies and job related material;
• Assists technical support personnel in the editing and completion of expense authorization and reporting.
• Provides direct project support to all programs as required
• Performs special assignments on request, providing substantive support and assistance to the Coast Guard Program Team
• Assist technical and logistics staff in making travel arrangements and material/equipment shipping arrangements.

NON-ESSENTIAL DUTIES: 

Other work related duties as assigned.

QUALIFICATIONS – EXPERIENCE EDUCATION AND LICENSURE

• Must be a US citizen and possess or be able to obtain/maintain a SECRET clearance;
• High School diploma, Five years of increasingly responsible administrative experience preferably in government contracting; or 
• Associates degree, three years of increasingly responsible administrative experience preferably in government contracting; or
• Bachelor’s Degree, one to two years of increasingly responsible administrative experience preferably in government contracting.

SKILLS, KNOWLEDGE AND ABILITIES

• Must be highly organized and have excellent oral and written communication skills in order to interface with  personnel and other government agencies at all levels;
• Ability to handle multiple tasks simultaneously;
• Ability to communicate effectively orally and in writing;
• Knowledge of office policies, practices and procedures;
• Must demonstrate thorough knowledge of Microsoft applications (MS Word, PowerPoint). Solid Excel experience is a must;
• Experience working with data bases;
• Knowledge of basic accounting skills helpful;
• Ability to work independently;

PHYSICAL REQUIREMENTS:

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

Essential functions may require maintaining physical condition necessary for frequently bending, stooping, sitting, walking or standing for prolonged periods of time; most of time is spent sitting in a comfortable position with the opportunity to move about.  Occasionally there may be a need to move or lift moderately light items up to 20 pounds. Near visual acuity to review written documentation; ability to hear and understand speech at normal room levels and on the telephone; lift horizontally and vertically.

WORKING CONDITIONS:

Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Job is performed in an office setting with exposure to computer screens and requires extensive use of a computer, keyboard, mouse and multi-line telephone system.  The noise level in the work environment is usually moderate.

Supervisory Responsibilities: 

None.

Additional Qualifying Factors:

Must have the ability to obtain and maintain a top secret security clearance. In addition, a satisfactory background screening, negative drug test, positive references and proof of identity and legal authorization to work in the United States and for TTI are required..

In accordance with Executive Order 14042, a candidate for this position may be required to provide proof of vaccination status for COVID-19 and will be subject to the provisions and/or exceptions of EO 14042 and applicable law.

The Tatitlek Corporation gives hiring, promotion, training and retention preference to Tatitlek shareholders, shareholder descendants and shareholder spouses who meet the minimum qualifications for the job.

As an equal opportunity employer, The Tatitlek Corporation recognizes that our strength lies in our people. Discrimination and all unlawful harassment, including sexual harassment, in employment is not tolerated. We encourage success based on our individual merits and abilities without regard to race, color, religion, national origin, gender, sexual orientation, gender identity, age, disability, marital status, citizenship status, military status, protected veteran status or employment. We support and obey laws that prohibit discrimination everywhere we do business.

Required Skills Required Experience