Shareholder Services Specialist III

Sealaska/Woocheen Family of Businesses•Juneau, AK

About The Position

This position is responsible for organizing and providing all aspects of day-to-day clerical support with an emphasis on customer service for shareholder records. This position coordinates and insures friendly and responsive service to all telephonic and walk-in shareholder requests or inquiries, as well as assisting the Shareholder Services Manager with various projects and tasks. The Shareholder Services Specialist III plays a pivotal role in the enrollment process. This position requires a candidate who is not only welcoming and provides exceptional customer service but also pays meticulous attention to detail to ensure the accurate enrollment of shareholders. As an Enrollment and Event Coordinator, you'll be responsible for handling various aspects of day-to-day support and overall customer service for current and potential shareholders and assisting with the development and implementation of programs and events to enhance shareholder engagement and satisfaction.

Requirements

Good attendance and high degrees of reliability.
Excellent time management skills, punctual and reliable in getting things done in a timely manner.
Ability to work in a fast-paced environment.
Excellent customer service skills.
Ability to multi-task with frequent interruptions without getting flustered. Must be able to remain clam, organized, and accurate.
Must be a self-starter, work under tight deadlines, and work within existing lines of authority.
Ability to organize and carry out word processing production and records maintenance.
Ability to interact diplomatically with company shareholders, co-workers, officers, board members, and the general public and maintain a professional presence in a work setting and represent the Corporation appropriately.
Proficient in spelling, grammar, and proofreading.
Strong attention to detail and ability to compare data for accuracy and completeness.
Discretion when dealing with confidential information.
Ability to learn Sealaska Corporation’s procurement and travel policies and procedures, filing systems, and records retention schedules.
Strong computer skills.
Strong project management skills.
Ability to work independently and also as a team member that can jump in an assist others when necessary.
Strong professional communications skills, both oral and written while displaying cultural sensitivity and awareness.
Ability to handle high volumes of telephone calls with occasional in-person visitors with tact and a calm demeanor.
Ability to adapt to changes in policies and procedures.
Strong computer skills.
High school graduate.
2-3 Years Experience as a Shareholder Services Specialist I.
Advanced clerical experience performing work which requires knowledge and understanding of a program’s rules and regulations in order to apply applicable criteria, take appropriate actions, and explains requirements to other both verbally and in writing.

Responsibilities

Communicate with a high volume of shareholders and others in person, email, and through mail correspondence regarding Shareholder records.
Answer Shareholder Relations phones and direct inquiries to the appropriate staff member.
Respond to requests for information, processing estates, and helping shareholders and families.
Support Shareholder Relations Team on requests for shareholder records assistance and processing of changes of information, maintenance of shareholder records, and supporting documentation for existing shareholders and those created through the issuance of new stock. Troubleshoot regarding shareholder record issues.
Receive and process estate documents and notify applicants of status.
Responsible for the handling and tracking of original documents.
Follow ANCSA Inheritance and State of Alaska Inheritance Law. Work with potential shareholders to complete applications by explaining the pieces needed for completion.
Data entry of completed estate and share transfer information into the SIS system.
Respond to applicant concerns requiring advanced levels of expertise, such as cases involving adoption or other extraordinary circumstances.
Order death certificates from all states.
Mail out stock certificates.
Responsible for receiving, reviewing, scanning of stock will forms completed by shareholders. Also responsible for the return of the original documents to the shareholder.
Notarizing of documents for Sealaska Corporation and Shareholders.
Assist with shareholder outreach events and educational initiatives, including distribution of information, planning, and execution.
Explain Shareholder record policies, procedures, and program rules to Shareholders.
Process Shareholder verification requests from government and tribal agencies.
Provide recommendations on improvements and enhancements to MySealaska, Sealaska Information System (SIS), and shareholder relations processes.
Enter data from Shareholder direct deposit form into the Shareholder Information System (SIS). Provide Shareholders information on entering their own direct deposit information on MySealaska.
Responsible for entry of data in SIS upon receipt of returned distribution checks, IRS 1099 forms, proxy statements, etc.
Responsible for preparation and packing materials for Shareholder meetings.
Maintain all Shareholder records and departmental files, responsible for all file storage and retrieval.
Mail sympathy cards to family members of recently deceased Shareholders.
Prepare purchase orders and purchase requests.
Serve as the Juneau Sealaska Receptionist when needed and greet walk-ins as required.
Run reports from the Shareholder Information System.
Responsible for messages on the 800 toll-free lines.
Maintain supply of all forms mailed to Shareholders.
Reissue IRS 1099 forms.
Notarizing of documents for Sealaska Corporation and Shareholders.
Cross train with other departmental staff as requested.
Other duties as assigned.