Work Hours: 8:00 a.m. - 5:00 p.m. working hour range. Hours of work are adjusted as need dictates, but are 8 hours per day, 40 hours per week.

Supervisor: Administrative Services Director

Team: Administrative Team

Classification: Non-Exempt salaried

Position Specifications: This position ensures the orderly operations of the Nine Star Administrative Department, ensuring full compliance with Municipal, State and Federal laws, compliance with Nine Star policies and procedures, and assisting with Nine Star daily operations, and special events. This is not an entry-level role, and the successful applicant will be ready to handle a wide array of complex and time-sensitive tasks for the success of Nine Stars services.

MINIMUM POSITION QUALIFICATIONS:

• Bachelors degree preferred; 7+ years of direct experience acceptable, in lieu of Bachelors degree + 5 years of experience.
• Minimum five years of complex and detailed work history in complex administrative support required.
• Must be able to effectively and independently complete the responsibilities of this role, with increasing responsibility.
• Experience in Office Management, including the required duties of this role highly preferred.
• Required to submit to, and pass, a full criminal background check upon hire, and annually, as required.
• Must maintain a clean driving record, and dependable/immediately available transportation, to remain employed.
• Possesses excellent computer skills including, but not limited to, Word, Excel, File Maker Pro and/or other database experience with an ability to master new computer programs quickly and process data accurately and efficiently.
• Adhere to a strict code of confidentiality and follow all related established policies and procedures.
• Willing to work independently as well as closely with team members.
• Communicates effectively using both verbal and written skills.
• Works efficiently through systems building, documentation, appropriate delegation, and solid time management.
• Must adhere to a strict system of financial transparency and meticulous tracking of resources.
• Takes on new projects/assignments with minimal supervision using prioritizing and organization.
• Have a professional, approachable and friendly attitude with all staff members, clients and visitors.
• Professional Customer Service strength with a personable, yet assertive disposition.
• Coordinates simultaneous tasks, follow-up on multiple details in a busy office.
• Adapts to accommodate simple and complex tasks to support staff.
• Demonstrates sound judgment on complex assignments independently and/or with others.
• Able to problem-solve through challenging situations, and asks for assistance when needed.
• Adheres to all Nine Star Policies and Procedures, and exhibits Nine Stars Philosophy of Care in all interactions.

Major Responsibilities:

• Manages administrative files including corporate files, bid files, archives and Grant/Contract files.
• Maintains SAM registration, Biennial Report, Business Licenses, Tax Exemptions, Pick.Click.Give., etc
• Insurance duties include filing Workers Comp Claims, collecting incident reports from sites, maintaining insurance files, overseeing liability claims, collecting site inspection data from sites, maintaining OSHA files.
• Attend all Board Meetings, taking accurate notes and creating the Minutes for signature by Board Secretary
• Coordinates scheduling of meeting rooms, oversees admin calendar, and makes travel arrangements for staff.
• Coordinates meetings/events, including renting space, purchasing food, bringing meeting materials.
• Assists HR Director with hiring process including screening resumes, calling applicant references, and interviews.
• Assists HR Director in filling out Employee Verifications of Employment.
• Maintain office supply stock; distribute to sites-Including in Wasilla. This includes shopping for supplies locally.
• Supportive Services oversight including purchasing, tracking distributions, and requesting General Journal Entries.
• Assists staff with updating resumes, time sheet completion, Annual Leave Tracking, etc.
• Collects and tracks Payroll deduction forms, ensuring they are properly deducted from pay.
• Accurately document administrative policies and procedures for use by other team members
• Oversee maintenance calls and bid process for Nine Stars Anchorage buildings.
• Other duties as assigned - the administrative task list may be amended, based on balance of duties, and need.

Back Up Responsibilities:

• Opens office, answers phone, directs visitors when receptionist is out of the office.
• Assists with placing employment advertisements.
• Assists HR Director, Administrative Services Director in the Absence of the Receptionist.
• Performs backup duties for Accounts Payable and Youth payroll as needed.
• Assists Human Resources Director in enrolling in HRA, FSA, insurance and 403b.
• Other duties as assigned.