Shareholder Records Specialist

Position: Shareholder Records Specialist I
Calista Corporation

Regular

JOB SUMMARY

The Shareholder Records Specialist I tasks will include maintenance of contact information for shareholders using Calista Corporation's Shareholder management software system and data gathering from families of deceased Class A and B shareholders; start the gifting process of Class A and B shares. Serve as point of contact for record updates, assistance with deceased stock transfer data gathering and gifting of stock inquiries.

ESSENTIAL FUNCTIONS:

* Maintain awareness of Calista's cyber- and information-security standards and protocols related to protection of Personally Identifiable Information and the transmission, storage and retention of data.

* Provide customer service to walk-ins, respond to individuals who contact Shareholder Services by email, telephone, fax and mail.

* Update shareholder contact information after confirming identities.

* Respond to agencies requesting proof of enrollment.

* Upon receipt of request for gifting from Shareholders, initiate the stock gifting process after it is determined that the gifting will meet criteria set by ANCSA and its amendments.

* Engage in follow-up activities related to stock transfers such as requesting and confirming receipt of required information.

* Respond to Shareholder, rightful heir, and giftee inquiries relating to stock transfer cases, both verbally and in writing.

* Coordinate with other Shareholder Services staff to generate and ensure accurate and timely notifications of authorized stock transfers.

* Engage in activities that will lead to dissemination of information to all Calista Shareholders.

* Provide back-up support to Distribution Coordinators and Shareholder Records Clerk by receiving and routing incoming correspondence; enter data and documents in Shareholder management software system and maintaining confidential electronic and paper Shareholder record files.

* Work closely with Shareholder Records Specialist II for gathering data for stock transfers.

* Assist with administrative duties such as preparing notices to Shareholders, photocopying, faxing, and collating as requested.

* Travel to rural Alaska as needed up to four times a year for a week at a time.

* Work in a constant state of alertness and in a safe manner.

* Perform other duties as assigned.

SUPERVISORY RESPONSIBILITIES

This position has no supervisor responsibilities.

KNOWLEDGE, SKILLS, & ABILITIES:

* Ability and willingness to provide outstanding customer service.

* Knowledge of Alaska Native Claims Settlement Act (ANCSA) and ability to adhere to Alaska statutes related to inheritance, stock management, and Shareholder records.

* Ability to maintain confidentiality of Shareholder and company information.

* Ability to adhere to corporate policies and procedure including employee handbooks and safety rules.

* Basic administrative skills and ability to perform related tasks and use general office equipment such as computer, scanner, fax, phone, copier, etc.

* Ability to perform basic mathematical computations including addition, subtraction, multiplication, and division using whole numbers, common fractions, and decimals.

* Ability to detect unobvious facts and issues and exercise resourcefulness in resolving problems.

* Excellent interpersonal skills to work effectively and cooperatively with others.

* Exceptional time management skills with ability to work independently with minimal oversight.

* Strong professional customer service skills, including active listening, prompt service and follow-up.

* Effective oral and technical written communication skills to effectively and clearly communicate and present complex information to others.

* Basic knowledge of Microsoft business software applications presently used by the Company, and ability to learn new applications.

* Ability to type accurately at least 45 WPM and use keyboards and 10-key by touch.

* Ability to work quickly with high levels of accuracy while entering data into computer software applications.

* Ability to adapt to changes in tasks in the work environment; manage competing demands and change approach to best fit each situation. Must be able to deal with frequent delays and unexpected tasks as assigned.

* Ability to participate actively in team meetings.

* Ability to work in a detail oriented, proactive, and collaborative team environment, and ask for and offer help when needed.

* Ability to exercise sound judgment and make appropriate decisions.

* Ability to maintain a professional appearance.

* Ability to work in a Native Corporation multi-business environment. Must be willing to take on-going educational courses to stay technically current.

* Willingness to work a flexible schedule during peak periods.

MINIMUM QUALIFICATIONS:

* Associates degree in Business Administration or related field, or technical or vocational certification in office administration. Equivalent related work experience may be substituted for educational requirement.

* Two or more years of administrative or customer service experience…