Records Manager jobs in Alaska

Afognak Native Corp. has an opening for a Shareholder Records Manager (SRM) The SRM assists the Vice President of Shareholder Services (the “VPSS”) with (1) maintaining accurate stockholder records for Afognak Native Corporation and two settlement trusts; (2) administering Shareholder and Trust Beneficiary benefit programs; and (3) drafting, designing and distributing Shareholder communications.

This position requires collaboration with Shareholder Services Department counterparts, the Accounting/Finance Department, the Legal Department, and Corporate Affairs. The candidate must demonstrate excellent organizational skills, have experience in an environment that requires close attention to detail, have experience drafting correspondence, and possess excellent verifiable computer skills. The position of Shareholder Records Manager reports to the VPSS.

• Maintain accurate stockholder records, both electronic database and hardcopy records, related to share ownership transfers, change of address, name, or banking information; withholding/taxation documentation; Testamentary Dispositions and wills; and other pertinent legal documents.
• Manage stock transfers and processes with accurate required documentation and associated files with integrity, including:
  • Review and approve audit stock transfers and changes made to stockholder data; issue identification numbers and cards; and ensure prompt and appropriate resolution to any issues or discrepancies, and required documentation is obtained.
  • Ensure accuracy of voting eligibility.
• Ensure that files are meticulously maintained and securely scanned, copied, mailed and properly filed in a timely manner.
• Conduct compliance audits of Shareholder files and records as directed by VPSS in order to confirm that the Companies’ share transfer record management practices are compliant with relevant laws, regulations and corporate policies and procedures.
• Maintain appropriate updates and ensure contact with new Shareholders and minors who reached the age of majority to inform of available programs, opportunities and resources in a timely manner.
• Develop and maintain metrics and provide accurate monthly statistical reports, estate status reports and any other reports as requested.
• Review court orders and other documentation and collaborate with legal to ensure validity to changes to resolve issues and make determinations related to custodianships.
• Maintain and revise Powers of Attorney as necessary.
• Process completed forms in accordance with established policies and provide assistance to shareholders and their stock recipients for proper execution, accuracy, and approval in a timely manner.
• Generate and maintain accurate stockholder lists for communications, proxy distributions, and monetary distributions. Ensures secure transmittal to approved vendors and reviews proofs for accuracy.
• Prepare support documents and stock records as directed for annual meeting elections, special shareholder meetings, dividends, distributions, re-issue of outstanding or undistributed funds, and mailings.
• Maintain log of Shareholder communications for reference and documentation.
• Ensure high quality service delivery to Shareholders and Beneficiaries
• Provide excellent customer service while promoting good public relations by providing information, assistance and referrals as appropriate.
• Ensure all Shareholder inquiries and communications are answered and documented in a timely manner.
• Prepare and process pro rata Beneficiary and Elder Benefit distributions, including serving as main contact for all qualifying Elders and recommending record holds and processing re-issues as necessary.
• Process bereavement distributions in accordance with policies, including obtaining required documentation, communicate with vendor or family, process direct payments or reimbursements timely, and document for accurate reporting.
• Ensure received Testamentary Disposition Forms are reviewed for validity, documented, and filed, including correspondence as necessary.
• Develop forms and processes that promote accuracy and efficiency internally and externally for stockholders.
• Administer quarterly Testamentary Disposition prize incentive drawings, including purchasing or distributing prizes, selection of winners by lot, related communications, and maintain log.
• Assist Shareholders in completing and updating Afognak Native Corporation forms related to processing stock transfers, such as: Testamentary Disposition Form, Gift of Stock; change of address, banking information and name change, etc.
• Manage Shareholder forms and letter templates.
• Manage my.Afognak user requests for approval.
• Assist with department budgets and monitor expenditures within budget limits, ensuring timely invoicing.
• Provide support with stockholder events, meetings, and activities as needed.
• Perform Notary Services as needed.
• Manage clear, concise, and timely approved communications to Shareholders using various methods.
• Collaborate to maintain regular Shareholder communications via newsletter, mail, email, and social media.
• Prepare and send all approved e-blasts on request.
• Create and issue surveys to Shareholders on request.
• Provide/Assist various reports or communications for flyers, announcements, website, newsletters, reports, handbook, etc.
• Design certain communication material for Shareholder flyers, announcements, as necessary.
• Manage my.Afognak.com portal through Shareholder database.
• Support the development of and monitoring of reports and surveys to evaluate program and system effectiveness to ensure objectives are achieved on schedule.
• Support achievement of overall objectives and targets set by the Board and Executive Team.
• Ensure compliance with corporate policies, procedures and guidelines.
• Adhere to the Alutiiq values of harmony, mutual respect, efficiency, full disclosure, and respect for Elder knowledge, culture and heritage enshrined in ANC Policies.
• Perform other duties as assigned.

• A four-year degree in relevant field or six years of relevant work experience (preferably, in an Alaska Native Corporation shareholder services department, corporate legal department, or law firm).
• Working knowledge of the Alaska Native Claims Settlement Act and Alaska Native Corporations.
• Excellent interpersonal skills, positive attitude, and judgment.
• Experience monitoring and tracking detailed information.
• Excellent record-keeping and file management skills.
• Experience with Shareholder/customer databases.
• Ability to write clearly and informatively; edit work for spelling and grammar; and ability to read, understand, and interpret written and verbal instructions.
• Excellent verbal communication skills needed as this position communicates via phone, e-mail and mail.
• Able to multitask and prioritize work with a strong attention to detail.
• Able to compose business correspondence.
• Strong networking skills with the ability to integrate easily and work well in a team environment.
• Certified Notary Public or ability to obtain status within 30 days of employment.
• Independent, able to focus on projects with little or no supervision, self-motivated, and able to speak to Shareholders with ease.
• Able to exercise good judgement, recognize and respect confidentiality.
• Excellent organizational skills with the ability to meet deadlines and prioritize work effectively.
• Ability to create and maintain highest levels of confidentiality when dealing with proprietary information and sensitive situations.
• Proficient in Adobe and all MS Office Programs, including Excel, Word, PowerPoint and Outlook.