Shareholder Distributions Coordinator

Calista Corporation

Regular

JOB SUMMARY

The Shareholder Distributions Coordinator will compile, update, and maintain confidential individual Shareholder payment records to ensure current and accurate information.  The coordinator will respond to Shareholder inquiries regarding payments and carry out Shareholder record updates and payment processing activities using a shareholder records management system. Tasks include data entry and verification of direct deposit authorizations, removal of confirmed closed or inaccurate shareholder banking information, input and tracking of payment stops, holds and releases for payment reissues, redistribution of payments to heirs of deceased Shareholders whose estates are owed payments, and reconciliation of Shareholder distributions.

ESSENTIAL FUNCTIONS

• Maintain awareness of Calista’s cyber- and information-security standards and protocols related to protection of Personally Identifiable Information and the transmission, storage and retention of data.
• Enter and update direct deposit authorizations and updates.
• Remove confirmed closed or frozen shareholder bank accounts or inaccurate bank information.
• Evaluate bank reconciliation files, payment holds and releases and payment reissue, redistributions, and direct deposits.
• Research and calculate payments for living Shareholders and identify those payments to be voided, stopped, or reissued.
• Research and calculate payments owed to deceased Shareholders and identify those that must be voided or stopped then redistributed to rightful heirs.
• Identify payees who serve as fiduciaries for minors or guardians/conservators for payment reissues or redistributions for Shareholders, confirm payments for minors are not issued to Wards of the State of Alaska or a Tribal organization.
• Confirm that payment reissue recipients do not have child support orders or IRS levies.
• Follow internal processes to identify the status of minor shareholders as State Wards.
• Prepare reissue and redistribution authorizations for approval by the Vice President of Corporate Affairs and authorized by the Shareholder Services Manager.
• Create open payments in the Shareholder database for reissues or redistribution of authorized payments to heirs.
• Respond to Shareholder and rightful heir inquiries relating to Shareholder records, payments, both verbal and in written form.
• Provide back-up support to the Shareholder Records Clerk I by receiving and routing incoming mail, emails and faxes, entering data and maintaining confidential electronic and paper Shareholder record files.
• Assist with administrative duties such as preparing notices to Shareholders, photocopying, faxing and collating as requested.
• Travel to rural Alaska as needed up to four times a year for a week at a time.
• Work in a constant state of alertness and in a safe manner.
• Perform other duties as assigned.

SUPERVISORY RESPONSIBILITIES

This position has no supervisory responsibilities.

KNOWLEDGE, SKILLS, & ABILITIES

• Knowledge of Alaska Native Claims Settlement Act (ANCSA) and ability to adhere to Alaska statutes related to inheritance, stock management and Shareholder records.
• Ability to maintain confidentiality of Shareholder and company information.
• Ability to adhere to corporate policies and procedure including employee handbooks and safety rules.
• Basic administrative skills and ability to perform related tasks and use general office equipment such as computer, scanner, fax, phone, copier, etc.
• Ability to perform basic mathematical computations including adding, subtracting, multiplying, and dividing using whole numbers, common fractions, and decimals; detect unobvious facts and issues and exercise resourcefulness in resolving problems.
• Excellent interpersonal skills to work effectively and cooperatively with others.
• Exceptional time management skills with ability to work independently with minimal oversight.
• Strong professional customer service skills, including active listening, prompt service and follow-up.
• Effective oral and technical written communication skills to effectively and clearly communicate and present complex information to others.
• Basic knowledge of Microsoft business software applications presently used by the Company. Ability to learn new applications. 
• Ability to accurately type at least 45 WPM and use keyboards and 10-key by touch.
• Ability to work quickly with high levels of accuracy while entering data into computer software applications.
• Ability to adapt to changes in tasks in the work environment; manage competing demands and change approach to best fit each situation. Must be able to deal with frequent delays and unexpected tasks as assigned.
• Ability and willingness to participate actively in team meetings.
• Ability to work in a detail oriented, proactive, and collaborative team environment; and ask for and offer help when needed.
• Ability to exercise sound judgment and make appropriate decisions.
• Ability to maintain a professional appearance.
• Ability to travel in state for overnight or longer.
• Ability to work in a Native Corporation multi-business environment.

MINIMUM QUALIFICATIONS

• High School diploma or equivalent required; technical diploma or vocational certification in office administration preferred.
• One or more years of administrative or customer service experience requiring high levels of accuracy.
• Proven work experience requiring the use of computers and business software such as Microsoft Office Suite.
• A sound understanding of Calista Corporation and Calista’s functions.
• A sound understanding of or willingness to learn about and respect the Calista region, our communities, entities, culture, and especially Calista Shareholders and their descendants.
• Familiarity with Calista values strongly preferred.
• Fluency in the Yup’ik/Cup’ik and English languages preferred.
• Ability to pass a drug, credit, and background screening.

WORKING CONDITIONS

The Shareholder Services team has a customer service driven, fast-paced and multi-tasking environment. Although the standard work week is scheduled at 40 hours, overtime hours may be required to meet objectives and project deadlines.

PREFERENCE STATEMENT
Preference will be given to Calista shareholders and their descendants and to spouses of Calista shareholders, and to shareholders of other corporations created pursuant to the Alaska Native Claims Settlement Act, in accordance with Title 43 U.S. Code 1626(g).

EEO STATEMENT
Additionally, it is our policy to select, place, train and promote the most qualified individuals based upon relevant factors such as work quality, attitude and experience, so as to provide equal employment opportunity for all employees in compliance with applicable local, state and federal laws and without regard to non-work related factors such as race, color, religion/creed, sex, national origin, age, disability, marital status, veteran status, pregnancy, sexual orientation, gender identity, citizenship, genetic information, or other protected status. When applicable, our policy of non-discrimination applies to all terms and conditions of employment, including but not limited to, recruiting, hiring, training, transfer, promotion, placement, layoff, compensation, termination, reduction in force and benefits.
 
REASONABLE ACCOMMODATION
It is Calista and Subsidiaries' business philosophy and practice to provide reasonable accommodations, according to applicable state and federal laws, to all qualified individuals with physical or mental disabilities.
 
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.
 
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.