Administrative Assistant III (Reception/Mailroom) - State of Alaska

Corporate Values:  Integrity, Respectful, Leadership, Sustainable

ALASKA HOUSING FINANCE CORPORATION

ADMINISTRATIVE ASSISTANT III - RECEPTION/ MAILROOM

ANCHORAGE/JOB #24-8363 PCN 359

To apply for this job and all jobs, please go to AHFC website linked below.

https://www.ahfc.us/about-us/jobs/all-job-seekers

Position Summary: Under the direct supervision of the Front Desk Coordinator, this position may be assigned primary duties to support either the Receptionist or Mailroom; or the position may require the employee to support both areas.

Reports to:  Front Desk Coordinator  

OVERVIEW

This position receives and greets customers; maintains the Corporation’s telephone exchange; performs switchboard duties; receives, opens and disburses corporation mail; posts outgoing mail; performs data entry tasks; completes a variety of clerical tasks.

This position may require the employee to assist with training the Administrative Assistant I Trainee, serve as back-up to the Front Desk Coordinator and AHFC Courier.

SUPERVISION RECEIVED AND EXERCISED: Non-exempt, non-supervisory position.

Examples of Duties

General:

The Administrative Assistant III is responsible to learn and understand the duties performed by each department in AHFC. Must be able to maintain updates with various available programs, which is key when assisting customers and directing phone calls to the proper department.

Receives and scans all incoming checks and follows proper procedures including maintaining a MS Excel log and disbursement of corporate checks. Confidentiality and accuracy in processing checks is necessary.

Performs extensive daily data processing activity, including compiling and inputting data. Ensures that associated paperwork is completed in conjunction with corporate policies and applicable procedures.

Maintains skill in use of computer systems and office software programs and upgrades.

Performs incidental clerical duties, including typing and data entry.

Assist with maintaining the departmental intranet site.

May provide relief with AHFC Courier duties.

Maintain discipline in good housekeeping standards and clean work areas to insure safety measures are adhered to for a safe working environment.  Ability to recognize safety issues while lifting, operating corporate equipment/vehicles, or working in supply or records facilities.  Safe operation of company vehicles and other transport equipment, complying with corporate vehicle policies.

Receptionist:

Receives local and long distance calls; transfers calls between extensions; maintains logs and records.

Records and relays messages for busy or unattended extensions, assists callers in locating proper departments, offices, or people by determining the nature of business involved.

Processes, tracks and logs in all reported telephone exchange problems.

Assures proper office closure notices are recorded and posted on the switchboard when applicable.

Mailroom:

Collects mail from corporate office areas daily and posts outgoing mail for pick-up which includes mail from all sites in Anchorage.  Maintains central point of mail disbursement for offices outside of Anchorage and routes mail accordingly.

Disbursement of Corporation mail, processes large mail outs, and bulk mailings.  Receives and dispatches overnight or express mail service parcels.

Assures compliance of current postal rates and regulations; acts as contact person for postage machine issues and maintenance.

Performs other duties as assigned.

Knowledge, Skills and Abilities

Knowledge of:  Standard office procedures, business office etiquette, and the use of standard office equipment.  Principals, practices and procedures for telephone etiquette and techniques; branch telephone exchange procedures; basic clerical procedures; mail receipt, routing and disbursement, mail specifics and mail procedures.  Technical knowledge of Postal regulations.

Skills and Abilities:  Use of personal computers, Microsoft Office, copier multifunction machine, switchboard systems, and postage machines. Excellent typing and data entry skills are mandatory.

Interpersonal skills will be utilized on a daily basis through interaction with the public and employees.

Must enjoy working with a wide variety of people.

Abilities:  Understand needs, priorities, policies and procedures; comprehend, compile and interpret information; speak clearly and effectively; function with a high degree of independence; Ability to plan and manage time efficiently to achieve all of the daily workload; establish and maintain cooperative relations with those contacted in the course of work.  Write clearly and prepare clear and comprehensive reports; keep electronic and paper records; comprehend written material; interpret and apply rules and instructions; and work well with the public; use telephone directories and equipment; think and act quickly in emergencies.