JOB SUMMARY

The Office Coordinator will be responsible for a variety of high-level activities and related tasks to support the CECI staff and assist with activities associated with the CECI Programs and Projects maintain grant tracking, financial records and process accounts payable and receivable, Publication Permission forms, and assist with Board of Director meetings, Scholarship Program, Burial Assistance Program, fundraising events and activities, and update the social media sites and website.

 

ESSENTIAL FUNCTIONS

 

General:

• Build and maintain collaborative relationships by working with groups, organizations, and partners.
• Establish and maintain effective working relationships with other staff, partners, customers, and external contacts required in the course of work.
• Demonstrates exceptional customer service in all interactions.
• Support a learning environment that encourages Team and customer participation.
• Ensure program data is compiled and recorded in an Excel or other database using a determined method; ensure documents are assembled, organized, tracked, and filed. 
• Work in a constant state of alertness and in a safe manner.
• Participate in Company required training.
• Perform additional duties as assigned.

 

Project:

• Provides the day-to-day professional, organizational, coordination and technical Project support while working under the direction of the President/CEO.
• Responds to questions, requests, and concerns with guidance from the President/CEO.
• Review, organize, prioritize, process, maintain, file and report on all Project forms.
• Work to ensure the policies, procedures, health and safety requirements, meeting and other Project material, are updated and maintained.
• Develop and maintain personnel and other organizational files.
• Assist with processing Scholarship and Burial Assistance applications, data entry, tracking, filing and developing reports, as needed.
• Assist with fundraising events, as needed.
• Ensure programs are aligned with the Organization’s mission, vision, and values.
• Ensure health policies, procedures and standards are met.
• Adhere to Student Protocols for all Cultural Immersion Camp events and activities.
• Adhere to the COVID-19 Mitigation Plan.

 

Accounting:

• Receive invoices, completes check request, assemble, process, log accounts payable, tracks, distributes check, and files in the accounting files.
• Receive payments, deposit, assemble, process, log accounts receivable, tracks and files in the accounting files.
• Prepare and monitor invoices.
• Transfer PayPal payments, record and complete necessary forms.
• Maintain accounting filing system and archives.
• Process credit card payments.
• Track and complete check requests to process credit card payments.
• Coordinates and maintains accounting filing system and archives.
• Record and track grant expenses and provide reports in alignment with policies, procedures, grant requirements and other reporting requirements.
• Prepare and complete grant drawdowns using the grant online platform as needed.
• Obtain gaming and non-gaming expenses and provide reports.
• Prepare and monitor Service Agreements and Contracts.
• Gather and review information for internal and external Audits.
• Work with auditors and state and federal agencies.

 

Publication Inventory and Permissions:

• Record, track, order and ship books.
• Scan, record and report on book and publication permission forms.

 

Meetings:

• Coordinate and schedule meetings and meeting rooms, develop a meeting agenda and packets, prepare program status information and reports for presentations, distribute packets, record meeting minutes, and complete and distribute the meeting minutes.
• Coordinate in person or virtual meetings using various virtual meeting platforms.
• Support Team with meeting virtual video/audioconference or telephonically.

 

Office and Supplies:

• Check and distribute office mail regularly and mail/ship documents and packages, as needed.
• Prepares and sends correspondence.
• Answers and directs incoming calls, as needed.
• Receive and monitoring faxes and shared e-mail inbox, responding, fielding inquiries, and responding to general questions by e-mail, as needed.
• Type, format, edit and proofread materials containing confidential and/or sensitive information related to the business operations.
• Perform work related errands.
• Order and inventory office supplies.

 

Travel:

• Coordinate and secure travel, airfare, accommodations, car rental and process per diem.
• Travel within the region and throughout Alaska to perform job related tasks.

 

SUPERVISORY RESPONSIBILITIES

This job has no supervisory responsibilities.

 

KNOWLEDGE, SKILLS, & ABILITIES:

• Strong knowledge and working experience using QuickBooks.
• Knowledge of accounting principles, practices and the analysis and reporting of financial data.
• Knowledge of accounts payable processing, terminology, ability to perform related tasks.
• Proven ability to articulate the corporate vision, build strategies and action plans and deliver expected results on time and within budget.
• Must be detail oriented; superior organizational, information management, and follow-up skills.
• Advanced Customer Service skills, including active listening, prompt service, follow-up, value added service, one-call resolution, and customer appreciation.
• Active Communication skills; listening skills; attentiveness when listening to others to understand, ask appropriate questions, etc.
• Ability to be a critical thinker, flexible, a team player and have a positive attitude.
• Strong decision analysis and problem-solving skills; ability to draw conclusions and justify decisions.
• Excellent interpersonal skills to work effectively and cooperatively with others.
• Excellent organizational and time management skills with the ability to prioritize, multi-task, and confidentially process and maintain data with accuracy with minimal oversight.
• Excellent computer skills specifically using Microsoft Office Suite; ability to learn additional computer skills or software programs.
• Effective oral and technical written communication skills to effectively and clearly communicate complex information to others as well as to present information to others.
• Excellent analytical skills with the ability to evaluate data and consider decision impact across multiple areas.
• Advanced technical writing skills; general understanding of how to compile professional documents such as memos, correspondence, and reports.
• Advanced understanding of accounts payable, accounts receivable, and general invoicing best business practices.
• Advanced computer skills specifically using Microsoft Office Suite; ability to learn additional computer skills or software programs.
• Ability to multi-task in a fast paced environment and to effectively and professionally assist customers in this type of environment.
• Ability to schedule meetings and taking meeting minutes.
• Ability to use general office equipment such as fax, phone, copier, etc.
  • Ability to use team building and problem-solving skills in on-going quality improvement initiatives.
  • Ability to read, learn and understand policies and procedures and how they relate to Calista Education and Cultures’ goals.
  • Ability to process a high volume of data into databases with accuracy and meet various deadlines.
  • Ability to professionally and effectively communicate with employees, business partners, and clients via written and verbal communication methods.
  • Ability to develop relationships for success of the organization.
• Ability to schedule and facilitate virtual meeting platforms.
• Ability to type 45 WPM and use the 10-key by touch.
• Ability to work independently with minimal oversight.
• Ability to perform basic mathematical computations, detect unobvious facts and issues, and exercise resourcefulness in resolving problems.
• Ability to adapt to changes in tasks in the work environment; manage competing demands and change approach to best fit the situation.
• Must be able to deal with delays, and unexpected tasks as assigned, and effectively plan and organize duties to meet deadlines.
• Ability to maintain a professional appearance.
• Ability to operate a motor vehicle in a safe and efficient manner.
• Ability to work in a Native Corporation multi-business environment.
• Work requires willingness to work a flexible schedule.

 

QUALIFICATIONS:

• High School Diploma or GED required; Associates or Bachelor’s Degree strongly preferred.
• Minimum of 4 years’ related experience and/or training; or equivalent combination of education and experience.
• QuickBooks experience required.
• Demonstrated experience working with grants, accounting and budgeting.
• Proven work experience requiring the use of a computer and business software such as Microsoft Office Suite.
• Willingness and ability to travel in the Calista Region is required.
• Fluency in the Yupik language preferred
• Valid state driver’s license and be qualified to operate a vehicle under the conditions of Calista Education and Culture’s Driving Policy.
• Ability to pass a drug, driving and background screening.

 

WORKING ENVIRONMENT:

Calista Education and Culture, Inc.’s team has a fast-paced multi-tasking customer service-oriented office environment requiring a high degree of efficient and effective performance. Adaptability regarding schedule and task changes is necessary to accommodate changing priorities. Overtime may be required.

 

PHYSICAL/VISUAL/MENTAL DEMANDS:

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.

 

PREFERENCE STATEMENT
Preference will be given to Calista shareholders and their descendants and to spouses of Calista shareholders, and to shareholders of other corporations created pursuant to the Alaska Native Claims Settlement Act, in accordance with Title 43 U.S. Code 1626(g).

 

EEO STATEMENT
Additionally, it is our policy to select, place, train and promote the most qualified individuals based upon relevant factors such as work quality, attitude and experience, so as to provide equal employment opportunity for all employees in compliance with applicable local, state and federal laws and without regard to non-work related factors such as race, color, religion/creed, sex, national origin, age, disability, marital status, veteran status, pregnancy, sexual orientation, gender identity, citizenship, genetic information, or other protected status. When applicable, our policy of non-discrimination applies to all terms and conditions of employment, including but not limited to, recruiting, hiring, training, transfer, promotion, placement, layoff, compensation, termination, reduction in force and benefits.
 
REASONABLE ACCOMMODATION
It is Calista and Subsidiaries' business philosophy and practice to provide reasonable accommodations, according to applicable state and federal laws, to all qualified individuals with physical or mental disabilities.
 
The statements contained in this job description are intended to describe the general content and requirements for performance of this job.  It is not intended to be an exhaustive list of all job duties, responsibilities, and requirements.
 
This job description is not an employment agreement or contract. Management has the exclusive right to alter the scope of work within the framework of this job description at any time without prior notice.