Description

Alaska Safety Alliance is a 501(c)(3) with a mission to ensure the availability of a highly trained workforce, sufficient to staff Alaska’s industries safely and competitively, now and in the future.
The purpose of this organization is to conduct workforce development activities that help employers to create, sustain, and retain a viable and safe workforce. Activities of the organization may include but are not limited to developing education, training, and apprenticeship programs, establishing industry-accepted education standards, designing curricula and instruction materials, providing skills training, collaborating on workforce initiatives, and other endeavors that lead to job opportunities within industries that may have vacancies or labor shortages.
The Office Administrator is the backbone of the day-to-day operations at Alaska Safety Alliance. The Office Administrator conducts office activities under the direction of the Director of Operations while providing clerical and administrative support for the organization. There is room to flex your skills and passion on our small but mighty team! Come learn more about our organization and let us learn more about you so we can customize this job description to fit your skills and passions within the confines of our mission and operations.

ESSENTIAL FUNCTIONS:
• Provide excellent customer support, in person, over the phone, and online.
• Manage conference rooms, event calendars, and reservations.
• Accounts payable and receivable- receive payments in person, over the phone, and electronically. Invoice customers. Pay bills. Code and post accurately in Quickbooks.
• Monitor accounts receivable and notify clients of overdue payments.
• Prepare presentations, spreadsheets, reports, meeting agendas, and minutes.
• Manage Membership CRM, member communications, and renewals.
• Create flyers and other marketing material using basic graphic design tools.
• Maintain website content and functionality.
• Communicate professionally and with kindness to internal and external stakeholders verbally and in writing.
• Assist in preparing supplies for tradeshows and community outreach events, occasionally attend outreach events as an ASA representative.
• Maintain inventory of office supplies.
• Be familiar with all projects to be able to respond and support as needed.
• Keep accurate records and respond accordingly to auditing agencies.
• Other duties and responsibilities as needed/assigned.

Requirements

SUPERVISORY RESPONSIBILITIES:
This position has no supervisory responsibilities but must be a team player and able to self-manage on a very small team.

KNOWLEDGE, SKILLS, & ABILITIES:
• Firm understanding of the organization’s mission.
• Ability to be flexible and adapt to change.
• Exceptional writing and editing skills.
• Ability to work with and engage management, staff, and customers at all levels.
• Familiarity with traditional and digital advertising, social media strategy and tactics, and visual and web content.
• Must be willing and have the ability to learn new software related to maintaining the ASA website.
• Must have advanced Microsoft Office Suite software applications knowledge and skills, including experience with Power Point, Excel, Word, etc. Skill to type a minimum of 45 words per minute.
• Must be comfortable using basic graphic design tools like Canva, Adobe Express, or similar.
• Familiarity with QuickBooks or similar small business accounting software.
• Ability to anticipate needs, calmly address issues that arise, identify solutions, and reprioritize.
• Ability to complete tasks accurately and in a timely manner, meeting, or exceeding deadlines.
• Motivated to learn and progress knowledge in all aspects of the organization.
• Excellent attendance, timely and dependable.
• Ability to work independently, provide regular status updates, and keep projects moving forward.
• Problem solving attitude. Nothing is impossible!
• Outgoing and positive attitude. Values collaboration, fairness, honesty, and compassion.
QUALIFICATIONS:
• High School Diploma or GED equivalent.
• Associate degree preferred but relevant experience may be substituted on a year for year basis.
• Two or more years working in an office environment.
• Basic knowledge of bookkeeping
PHYSICAL REQUIREMENTS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to: Use hands and fingers, handle, or feel objects, tools, or controls; and talk or hear. The employee is required to sit for extended periods, to occasionally stand, walk, and reach with hands and arms.
The employee must regularly lift and/or move up to lift 20 lbs., including the set-up and breakdown trade show booths and materials. Infrequent local and/or long-distance travel may also be required.
The statements contained in this job description are intended to describe the general content and requirements for performance of this job. It is not intended to be an exhaustive list of all job duties, responsibilities, and requirements.
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This job description is not an employment agreement or contract. Management has the exclusive right to alter the scope of work within the framework of this job description at any time without prior notice.