Cook Inlet Region, Inc is seeking a talented 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.

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.

General Function

In alignment with CIRI's mission and values, administers and performs stock transfer and reissue processes; verifies Shareholder/Descendant record changes; monitors and attempts to resolve instances of Shareholders with unknown Native blood quantum; and maintains department files.

Major Activities (Typical Duties/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 and maintain related logs.
  • Prepare stock transfers and merges:
    • Inform payables staff of transfers involving held funds.
    • Prepare monetary estate settlement requests.
    • Complete computerized 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 minors 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-part information requests.
• Generate and securely transmit accurate Shareholder and Descendant lists for CIRI newsletters and other CIRI communications as requested.
• 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.

Knowledge/Skills/Abilities

• Understand CIRI's mission, vision and strategic focus areas and incorporate knowledge into daily activities.
• Strong attention to accuracy and detail.
• 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 Acrobat 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 and staff; ability to be empathetic with respect to Shareholders and Descendants needs and problems; ability to maintain poise in dealing with high-pressure situations.
• 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 who contact the department, including working knowledge of ANCSA, the ANCSA Amendments and relevant Alaska Statutes, with emphasis on the chapters of Title 13 that govern the protection of disabled persons, powers of attorney and the Alaska Uniform Transfers to Minors Act. Must also be familiar with the sections of the Alaska Administrative Code relative to corporation and applicable statutes and regulations for the State of Alaska Division of Banking and Securities.

Physical Abilities

Verbal and communication ability sufficient to perform the essential functions of the position.