Cook Inlet Region, Inc is seeking a talented Lead Records Management Specialist to join our Shareholder Relations team. This position is based in Anchorage, AK.
CIRI's offices are conveniently located in mid-town Anchorage at the Fireweed Business Center, a modern building that represents CIRI’s cultural diversity, respect for the land, and sustainability. The Fireweed Business Center reflects our heritage in the displayed Alaska Native art and interior design.
Cook Inlet Region, Inc., also known as CIRI, is one of 12 land-based Alaska Native regional corporations created pursuant to the Alaska Native Claims Settlement Act (ANCSA). CIRI’s regional boundaries roughly follow the traditional Dena’ina territory of Southcentral Alaska. CIRI was incorporated on June 8, 1972, and is owned today by a diverse group of more than 9,500 Shareholders who live in Alaska and throughout the world.
CIRI offers excellent benefits for eligible employees. Benefits include paid holidays, paid time off, 401K with employer match, dental, vision, health insurance plans through the Federal Employee Health Benefits (FEHB) program, as well as life and disability benefits.
CIRI only accepts applications through our online career page at https://www.ciri.com/careers/jobs/
General Function
In alignment with CIRI’s mission and values, the Lead Records Management Specialist is responsible for ensuring data integrity and efficiency in document handling. This position ensures the Shareholder Relations department effectively manages Shareholder records and performs accurate stock certificate transactions while maintaining compliance with policies and regulations.
Major Activities (Typical Duties/Responsibilities)
- Maintain complete working knowledge of the processes and tasks related to stock certificate transactions and other Shareholder Records assignments, including, but not limited to, estate transfers; gifting transactions; name changes; transition of minor to adult Shareholders; voting rights determinations; certificate merges; monitoring minors in state custody; intake and processing of powers of attorney and court documents related to guardianship and conservatorships; preparing stock transmittal reports and generating Shareholder and Descendant lists.
- Provide support in all aspects of stock transfer transactions and assist with cross-training of Records Management Specialists; serve as back up coverage for Records Management Specialists.
- Serve as lead approver for all stock certificate transactions, including verifying accuracy of prepared transfers, ensuring prompt and appropriate resolution of issues or discrepancies and stock transfer functions are completed timely and legally compliant; serve as backup reviewer for verification of all completed certificate transfers.
- Provide backup assistance for preliminary legal determination and approval for processing incoming power of attorney forms and fiduciary court orders.
- Assist with the generation of stock transfer statistics for quarterly reports and other purposes; verify balancing and accuracy of share count based on reports and statistics and third-party reporting tools; prepare other Shareholder and Descendant reports as requested.
- Assist Shareholders, Descendants and third parties with requests for records and information, including information related to minors, fiduciaries and trusts, stock transfers and other matters; ensure the protection of sensitive and confidential information.
- 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.
- Maintain templates and databases to ensure information is accurate.
- Provide support in regular review of existing procedures for Shareholder Records, including drafting updates to ensure they remain relevant, accurate and compliant.
- Participate in the testing of new versions of CIRI’s Shareholder database, ensuring Shareholder Records tasks are completed and reported timely to the development team.
- Maintain notary certification and assist Shareholders and Descendants in completion of department forms.
- Assist with Shareholder-related events, including, but not limited to, intaking RSVPs, preparing meeting materials; and participating in and representing CIRI and department at events as necessary (limited travel and weekends may be required).
- Provide backup support to other department team members, including answering department phone calls to ensure coverage is adequate and departmental goals and deadlines are achieved.
- Perform other duties as appropriate and as assigned.
Knowledge/Skills/Abilities
- Understand CIRI's mission, vision and strategic focus areas and incorporate knowledge into daily activities.
- Demonstrated leadership skills; ability to take initiative and tackle complex assignments; provide direct and actionable feedback.
- Strong analytical and problem-solving skills for identifying inefficiencies and recommending improvements, with ability to make decisions and exercise good judgment.
- Strong customer service skills.
- Excellent organizational skills, including organizing self and work assignments; capable of prioritizing effectively with emphasis on high quality, accuracy and attention to detail.
- Intermediate Microsoft Word, Excel and Adobe.
- Excellent written and verbal communication skills, including proper telephone etiquette, thorough knowledge of proper grammar, advanced vocabulary, spelling, editing and proofreading skills.
- Ability to maintain accurate records and to prepare and submit reports.
- Strong interpersonal skills: ability to work effectively and cooperatively with all levels of management, staff and third parties.
- Ability to maintain 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.
- Good understanding of subject areas typically raised by Shareholders, including ANCSA; various sections of Alaska Statutes, including 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.
Physical Abilities
- Sufficient fine motor skills for use of computers, calculators with an ability to withstand repetitive keyboarding for extended periods of time.
- Visual and communication ability sufficient to perform the essential functions of the job.
- Ability to kneel, bend and twist at the waist on an occasional basis.
- Ability to reach below shoulder height with regular frequency (desk position) and at or above shoulder height on occasion.
- Ability to push, pull, carry and lift objects weighing up to 20 pounds on a regular basis, and greater weights on an occasional basis.
- Occasional travel by vehicle or plane as needed.
Minimum Qualifications
- High school diploma or general education degree (GED).
- Professional certification, associate's degree or higher in Business, Finance, Legal, Administration or related field preferred.
- Four years of experience in high-level administrative support roles within a professional services setting.
- Experience in a legal or compliance support role strongly preferred.
- Two years' experience using Microsoft Office Suite and Adobe, data entry and data management.
- Ability to obtain and maintain a notary certification.
- Ability to pass a background check.
CIRI does not discriminate, and the company provides equal employment opportunity for all employees and applicants without regard to race, religion, color, sex, gender, sexual orientation, national origin, citizenship status, age, marital status, pregnancy or parenthood, handicap or disability, genetics, veteran status or any other legally protected characteristic. CIRI adheres to all federal, state and local laws regarding equal employment opportunity and will not discriminate against you in violation of these laws. CIRI reserves the right to apply CIRI Shareholder preference to qualified Shareholders in employment and advancement opportunities.
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What We Do
CIRI is a best-in-class Alaska Native corporation whose subsidiary operations and investments span 45 states and two U.S. territories. CIRI’s financial strength and expertise are rooted in diverse business sectors that include energy and infrastructure, government services, natural resources, private equities and investment securities, and real estate. The Corporation’s continued growth lies in our ability to seize opportunities and forge alliances with strategic partners. With approximately 2,000 employees across our operations, and growing, CIRI is owned by almost 9,300 Shareholders of primarily of Athabascan and Southeast Indian, Inupiat, Yup'ik, Alutiiq/Sugpiaq and Aleut/Unangax descent. Our business philosophy is centered on honesty, respect and working together to overcome challenges—values our people have held for thousands of years. CIRI created a family of designated Tribal organizations and community nonprofits that provide needed health care, housing, employment, education and other social- and cultural-enrichment services for the more than 70,000 Alaska Native/American Indian people who reside in the Cook Inlet region.
