Alaska Seafood Office Coordinator - Juneau - Open Until Filled - Central Council Tlingit Haida Indian Tribes of Alaska

POSITION DESCRIPTION
Alaska Seafood Office Coordinator

INFORMATION

Type of Position: Non-Exempt
Location of Work: Juneau
Salary Grade(s): 10/11 ($32.63 - 46.83 DOE)
Hours of Work: M-F, 8:00 am – 4:30 pm
Employment Category: Regular, Full-Time

PURPOSE
The Alaska Seafood Office Coordinator will provide a high level of administrative support and financial duties to ensure efficient operations of the Alaska Seafood processing facility. The Office Coordinator will maintain oversight of all administrative functions, including correspondence, scheduling, vendor coordination, invoice processing, database maintenance, expense data collection, performance evaluations, and timesheet approval. This position ensures that all accounting and bookkeeping tasks are accurate and up to date, serving as the liaison for both internal and external partners regarding HR and financial matters. This position will work in partnership with the Cannery Manager, maintaining a level of collaboration that ensures efficiency in the overall management of operational and administrative functions within the cannery.

REPORTING RELATIONSHIPS
Reports To: General Manager
Supervises: Up to 18 FTE
Liaison To: Other departments, vendors, and customers

ESSENTIAL FUNCTIONS
Financial Management
• Oversee accounts payables and accounts receivables, ensuring accuracy, timeliness, and
compliance with company policies.
• Process and perform bank deposits, including business monies and customer checks,
ensuring that records are kept securely.
• Input wholesale orders into the accounting system and maintain an updated chart of
outstanding orders, back orders, and related customer contact information.
• Input order fulfillment data into the accounting system to generate invoices promptly.
• Handle the recording of transactions for POS machines and ensure accurate invoicing for
retail, sport, and mail orders in the accounting system.
• Monitor cash flow and provide periodic financial reports to senior management

Customer Service
• Submit invoices to customers either electronically via e-mail or through printed copies
based on relevant criteria
• Provide timely and efficient customer service via phone, e-mail, or in person, ensuring
customer satisfaction and trust
• Act as the first point of contact for customer inquiries related to payments, and other
account-related questions.

Office Administration
• Manage administrative functions of Alaska Seafood including scheduling and correspondence
• Schedule, coordinate, and provide logistical support for meetings and events
• Draft, proofread and format documents and correspondence
• Monitor and maintain office supplies
• Maintain files, electronic and hard copy, in accordance with applicable procedures
• Coordinate with other departments – such as shipping, production, HR, and finance – to ensure smooth inter-departmental operations
• Assist employees with HR and payroll questions
• Write or prepare position descriptions as they become available and partner with the Cannery Manager in the hiring process of staff, ensuring adequate staff during seasonal fluctuations and downturns.
• Assist with budgets by preparing, monitoring, and recommending changes to budgets
• Consistently evaluate internal administrative processes for improvement, identifying opportunities for increased efficiencies and use of tribal resources.

Documentation & Record Keeping
• Keep meticulous records of all financial transactions, ensuring that they are backed up
regularly and are easily accessible for audits or reviews
• Continually update and maintain the company's financial databases, ensuring data
integrity
• Prepare and present monthly, quarterly, and annual financial reports for management
review

DECISION MAKING AUTHORITY
Spending Authority: $10,000
Other Authority:

NECESSARY SKILLS AND KNOWLEDGE
• Ability to work effectively with managers, supervisors, employees, and vendors
• Excellent computer skills including proficiency with Microsoft Office and Adobe Acrobat
• Familiar with word processing, spreadsheets, and database software
• Proficiency in computerized record keeping and reporting
• Strong time management and interpersonal skills
• Excellent team and project management skills
• Ability to maintain a high level of confidentiality
• Ability to maintain accurate, complete, and confidential records
• Ability to handle multiple tasks and priorities in a constantly changing environment
• Strong analytical, problem-solving, and organizational skills
• Excellent communication skills – verbal, written, and presentation
• Ability to interpret, apply, and explain laws, regulations, and policies
• Ability to identify discrepancies or inaccuracies in data and make corrections
• Familiarity with Tlingit, Haida, and Tsimshian cultures
• Ability to provide training and information in small and large group settings

MINIMUM QUALIFICATIONS (education, experience, skills)
• Associate degree in business administration, Computer Science, or related field
• 2 years’ related experience in related field

Substitution for Degree
• High School Diploma and
• 4 years related experience

PREFERRED QUALIFICATIONS (education, experience, skills)

UNUSUAL PHYSICAL REQUIREMENTS OR RESTRICTIONS
The majority of work is performed in a professional office setting and is generally sedentary, requiring routine walking, standing, bending, and carrying of items weighing less than 40 lbs. Travel on small aircraft or ferry may be required.

CONDITIONS OF HIRE:
• All employment at Tlingit & Haida is “at will”. This means that the employee or Tlingit & Haida may terminate employment at any time and for any reason. Unless specified in writing, no term of employment is expressed or implied for this position.
• Tlingit & Haida is a no tolerance workplace. All regular employees may be required to pass a pre-employment and subsequent random drug and alcohol screening to be eligible for and maintain employment.
• Tlingit & Haida requires a criminal background check be conducted on all employees. All employment offers are conditional until federal criminal background check results verify your eligibility to work for Tlingit & Haida.