Communications Assistant II

Doyon, Limited's mission is to continually enhance our position as a financially strong Native corporation to promote the economic and social well-being of our 20,000+ shareholders. We provide exceptional career opportunities for individuals who value professionalism, collaboration, and a commitment to excellence. We understand the importance of treating our employees well and the impact motivated employees have in helping us succeed in our vision to be the leader in all we do.

COMPREHENSIVE BENEFITS PACKAGE:

Doyon, Limited offers a highly competitive benefits package that make up a significant portion of an employee's total compensation. Eligible employees may participate in the following benefits (these details are for informational purposes only and are subject to any policy or plan changes):

• Paid Time Off (PTO)
• Paid Holidays
• Medical Insurance
• Dental & Vision Insurance
• Flexible Spending Accounts (FSA) & Health Savings Accounts (HAS)
• Life insurance
• Short and Long-Term Disability
• 401(k) Plan & Employer Match
• Profit sharing
• Employee Assistance Program
• Tuition Assistance

JOB SUMMARY: Under the supervision of the Sr. VP of External Affairs, the Communications Administrative Assistant will be responsible for daily administrative duties for the Communications, External Affairs and Administration departments, including general office functions; and will assess, plan, and implement projects and events.

ESSENTIAL FUNCTIONS:

Communications:

• Assist with the drafting of communications and marketing materials, including:
• Monthly newsletter and e-newsletter
• Corporate website sections
• Employee portal and portal email
• Corporate advertisements and other materials as needed, and
• Brochures, cards, special publications, and corporate presentations
• Digital graphics
• Assist with social media campaigns including messaging and scheduling
• Assist with planning and implementing Interior Native Vote (INV) campaign efforts.
• Assist with planning the village corporation training.
• Assist with planning, organizing, and attending various corporate and community events.
• Upload content to the Doyon website, the employee portal, and SharePoint

Administrative:

• Calendar management for communications/meeting rooms, call-in information, follow-up meetings, agendas.
• Attend meetings, as necessary, and take minutes
• Make travel, meeting and conference arrangements
• Assist in P-Card reconciliations and expense reports
• Assist in coding and tracking invoices and expenses
• Preserve confidentiality of proprietary information and use judgment in recognizing the scope of authority
• Provide records management and filing
• Compose and prepare routine correspondence; independently prepare recurring reports
• Create weekly status reports on department activities and priorities
• Serve as back up for Receptionist
• Greet and interact with visitors and guests
• Answer, screen and relay incoming and outgoing calls
• Monitor and order office supply inventory
• Responsible for sorting and distributing incoming mail and handling outgoing mail
• Other duties as assigned

DOYON LIMITED CORE COMPETENCIES:

• Commitment to Excellence – Identifies what needs to be done and takes action to achieve a standard of excellence beyond job expectations.
• Corporate Values- Understand, embraces, and integrates Doyon corporate values into everyday duties and responsibilities.
• Customer Service – Identifies and responds to current and future client needs by providing excellent service to internal and external clients.
• Safety and Security – Promotes a safe work environment for co-workers and customers.
• Teamwork – Resourceful team player that builds, strengthens, and maintains collaborative relationships with others inside or outside the organization.

JOB SPECIFIC COMPETENCIES:

• Adaptability- Adapts to changing conditions and work assignments, sets priorities and manages multiple assignments, and tasks.
• Administrative Skills- Performs a variety of responsible and confidential office, clerical and professional administrative duties.
• Attention to Detail- Ensures one's own and others’ work and information are complete and accurate.
• Communication Skills- Listens, writes, and speaks effectively, and positively relates and interacts with co-workers and others.
• Dependability- Consistently adheres to operational standards, ensures smooth operations and positive customer experiences, builds a productive workplace, is reliable, and improves team morale.
• Independence- Works with minimal supervision.
• Planning and Organizing- Systematically develops plans, prioritizes, organizes and manages resources in order to accomplish business goals within a specific time period.
• Time Management- Manages time effectively when accomplishing tasks, projects and goals.
• Willingness to Learn- Willing to learn new skills or techniques to meet the demanding changes of job duties and responsibilities

SUPERVISION: This position has no supervisory responsibilities.

REQUIRED QUALIFICATIONS:

• High School Diploma or GED.
• Valid Driver’s license, ready access to a registered vehicle, and must be able to provide proof of state-required insurance on a registered vehicle
• Two (2) years of progressively responsible administrative experience
  • May Substitute secondary education on a year-for-year basis
• 2 years experience working with basic PC proficiency and familiarity with Microsoft Office products
• Demonstrated proficiency in business English, spelling and punctuation, general office practices and procedures
• Ability to take direction from multiple people and prioritize tasks

PREFERRED QUALIFICATIONS:

• Associate’s degree in a related area or office assistant certification preferred.
• Familiarity with WordPress and website updates
• 2 years’ experience in operating office machines, such as photo-copiers and scanners, facsimile machines, voice mail systems and personal computers

WORKING ENVIRONMENT:  The majority of work is performed in a professional office setting with a wide variety of people with differing functions, personalities and abilities.

PHYSICAL DEMANDS:  The work is generally sedentary, requiring routine walking, standing, bending and carrying items weighing less than forty pounds.  Must be able to lift or move up to 25 pounds. [Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions]. 

REASONABLE ACCOMMODATION:  It is Doyon’s business philosophy and practice to provide reasonable accommodations, according to applicable state and federal laws, to all qualified individuals with physical or mental disabilities.

PREFERENCE STATEMENT:  Doyon grants preference to qualified Doyon Shareholders first, and second to qualified shareholders of other Alaska Native corporations that grant a similar preference in all phases of employment and training, which include, but are not limited to hiring, promotion, layoff, transfer, and training.

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position.  Employee(s) will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.

A review of this position has excluded marginal functions of the position that are incidental to the performance of fundamental job duties.  All duties and responsibilities are essential job functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities.  To perform this job successfully, the incumbent(s) will possess the skills, aptitudes and abilities to perform each duty proficiently.  Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others.  The requirements listed in this document are the minimum levels of knowledge, skills or abilities. 

This job description is not an employment agreement or contract, implied or otherwise, other than an “at will” relationship. Management has the exclusive right to alter the scope of work within the framework of this job description at any time without prior notice.