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Cook Inlet Region, Inc. · 1 day ago

Records Management Specialist

Anchorage, AK

Full-time

Onsite

Mid Level

3+ years exp

Cook Inlet Region, Inc is seeking a talented Records Management Specialist to join our Shareholder Relations team. This role is responsible for administering stock certificate transactions, ensuring the integrity of Shareholder records, and providing support to Shareholders and Descendants regarding record matters.

BankingFinancial ServicesVenture Capital

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

Qualification

Records managementCustomer serviceMicrosoft Office SuiteNotary certificationData entryAttention to detailCommunication skillsOrganizational skillsProblem-solvingTeamwork

Required

High school diploma or general education degree (GED)

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

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

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