Records Management Specialist

Cook Inlet Region • Anchorage, AK

9d • Onsite

About The Position

Cook Inlet Region, Inc is seeking a talented Records Management Specialist to join our Shareholder Relations team. This position is based in Anchorage, AK. CIRI's offices are conveniently located in mid-town Anchorage at the Fireweed Business Center, a modern building that represents CIRI's cultural diversity, respect for the land, and sustainability. The Fireweed Business Center reflects our heritage in the displayed Alaska Native art and interior design. Cook Inlet Region, Inc., also known as CIRI, is one of 12 land-based Alaska Native regional corporations created pursuant to the Alaska Native Claims Settlement Act (ANCSA). CIRI's regional boundaries roughly follow the traditional Dena'ina territory of Southcentral Alaska. CIRI was incorporated on June 8, 1972, and is owned today by a diverse group of more than 9,500 Shareholders who live in Alaska and throughout the world. CIRI offers excellent benefits for eligible employees. Benefits include paid holidays, paid time off, 401K with employer match, dental, vision, health insurance plans through the Federal Employee Health Benefits (FEHB) program, as well as life and disability benefits. CIRI only accepts applications through our online career page at General Function In alignment with CIRI's mission and values, this essential role is responsible for timely and accurately administering stock certificate transactions while maintaining compliance with policies and regulations. You will be responsible for ensuring the integrity and accuracy of Shareholder and Descendant records while maintaining confidentiality of records and sensitive information. This position will regularly communicate with Shareholders and Descendants regarding certificate transactions and other record matters. CIRI expects this role to have strong organizational skills and attention to detail to support accurate recordkeeping and the overall objectives of the company.

Requirements

• Understand CIRI's mission, vision and strategic focus areas and incorporate knowledge into daily activities.
• Strong attention to accuracy and detail.
• Strong customer service skills.
• Excellent organizational, follow-up and detail-oriented skills.
• Ability to make decisions, solve problems, exercise good judgment and critical thinking.
• Intermediate Microsoft Word, Excel and Adobe skills.
• Ability to maintain accurate records and to prepare and submit reports.
• Excellent written and verbal communication skills, including proper telephone etiquette, thorough knowledge of proper grammar, advanced vocabulary, spelling, editing and proofreading skills.
• Strong interpersonal skills; ability to work effectively and cooperatively with all levels of management, staff and third parties. Maintains professionalism and poise in high-pressure situations with ability to display empathy with respect to Shareholder and Descendant needs. Emphasis on conflict resolution skills.
• Work independently, as well as on a team, and with effective time management and minimal supervision.
• High degree of sensitivity regarding confidential information.
• Familiarity with operation of standard office equipment.
• Good understanding of subject areas typically raised by Shareholders, including ANCSA; various sections of Alaska Statutes, Title 13 and the Alaska Uniform Transfers to Minors Act. Must also be familiar with the sections of the Alaska Administrative Code related to corporations and the State of Alaska Division of Banking and Securities' statutes and regulations.
• Verbal and communication ability sufficient to perform the essential functions of the job.
• Ability to reach below shoulder height with regular frequency (desk position) and at or above shoulder height on occasion.
• Occasional travel by vehicle or plane as needed.
• Ability to push, pull, carry and lift objects weighing up to 20 pounds on a regular basis, and greater weights on an occasional basis.
• Ability to kneel, bend and twist at the waist on an occasional basis.
• Sufficient fine motor skills for use of computers, calculators with an ability to withstand repetitive keyboarding for extended periods of time.
• High school diploma or general education degree (GED).
• Three years of experience performing high-level administrative tasks, including regular use of Microsoft Office Suite and Adobe, data entry and records management.
• Ability to obtain and maintain a notary certification.
• Ability to pass a background check.

Nice To Haves

• Some college coursework, an associate degree or professional certification in Business, Finance, Legal, Administration or related field strongly preferred.

Responsibilities

• Assist Shareholders in person, by phone and through written correspondence with issues involving minors, fiduciaries and trusts, stock transfers and reissues and other matters.
• Maintain accurate stock records, including, but not limited to, the following:
• Review court orders and other documentation; ensure terms and validity prior to preparing stock transfer requests; conduct research and resolve issues as needed.
• Generate Shareholder identification numbers in accordance with guidelines.
• Prepare stock transfers and merges:
• Inform payables staff of transfers involving held funds.
• Prepare monetary estate settlement requests.
• Prepare for transfer and effective certificate transfer functions within prescribed timeframes.
• Maintain and properly store and file electronic transfer records.
• Review and process incoming powers of attorney:
• Work with management to resolve issues and discrepancies.
• Maintain current, centralized power of attorney records.
• Produce reports of Shareholders subject to powers of attorney as requested.
• Monitor minor Shareholders in state custody; work with payables and accounting staff when a minor is released or has entered state custody; ensuring minor's record is placed on hold if proper documentation is not received.
• Review and process court documents for Shareholders subject to guardian/conservatorship orders; obtain proper approval prior to Shareholder record changes; maintain related record.
• Monitor minor Shareholders who are within six weeks of reaching the age of majority (age 18); connect to update their record to “adult” and welcome them to their updated Shareholder status.
• Generate stock transfer statistics for quarterly reports and other purposes, verify accuracy of and balance share count based on reports and statistics and third-party reporting tools.
• Maintain log of all stock record changes made after CIRI's date of record for Annual Meeting through the determined tracking date.
• Assign stock certificate numbers; prepare stock transmittal reports on schedule and, upon approval, affix signature stamp to underlying certificates.
• Assist Shareholders in resolution of unknown Native blood quantum.
• Maintain original CIRI stock certificate inventory, replenish as necessary.
• Maintain and update electronic Shareholder data; deactivate Qenek accounts, and initiate processes to verify or correct Shareholder information when discrepancies are noted; audit and verify record changes as required.
• Maintain accurate department records and reports; to include reviewing reports, cross-referencing data, ensuring accuracy, and identifying and resolving data discrepancies or inconsistencies in records or reports.
• Assist with responses to Shareholder and third-party information requests.
• Generate and securely transmit accurate Shareholder and Descendant lists for CIRI newsletters and other CIRI communications as requested.
• Conduct prize drawings assigned to Shareholder Records for review and approval by management.
• Participate in the testing of new versions of CIRI's Shareholder database, ensuring Shareholder Records tasks for testing are completed and reported timely to the development team.
• Maintain templates and databases to ensure information is accurate as requested.
• Maintain notary certification and assist Shareholders and Descendants in completion of department forms.
• Help with Shareholder-related events, including, but not limited to, the following:
• Take Shareholder RSVPs.
• Prepare forms, signage, meeting supplies, etc.
• Participate in and represent CIRI and department at events as necessary (limited travel and weekends may be required).
• Provide backup support to other department team members, including the answering of department phone calls, as necessary to ensure coverage is adequate and departmental goals and deadlines are achieved.
• Provide cross-training to team members as requested.
• Perform other duties as appropriate and as assigned.

Benefits

• paid holidays
• paid time off
• 401K with employer match
• dental
• vision
• health insurance plans through the Federal Employee Health Benefits (FEHB) program
• life and disability benefits

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 101-250 employees