Security Administrative Coordinator - NMS Security - Anchorage, AK

Job Description

The Administrative Coordinator provides comprehensive administrative and operational support to the Security Division, coordinating a wide range of activities that contribute to the efficient and effective operation of the department. This position coordinates employee and project information, financial and credit card processes, vehicle administration, office operations, reporting, records management, and departmental documentation. The Administrative Coordinator serves as a key liaison for the division, working closely with department leadership, employees, internal departments, vendors, and other stakeholders to facilitate communication and ensure administrative needs are addressed in a timely and accurate manner. The position requires strong organizational skills, attention to detail, sound judgment, discretion, and the ability to manage multiple priorities and confidential information while supporting ongoing departmental operations, meetings, special projects, and continuous improvement initiatives.

Responsibilities

• Maintains TimeClock Plus (TCP) employee profiles and project codes, including employee record cleanup, project code requests, troubleshooting, and resolution of system issues.
• Reviews and processes credit card reports to ensure accuracy, completeness, and appropriate coding; researches and resolves discrepancies as needed.
• Performs financial and administrative data entry, invoicing, reconciliations, and safe audits, ensuring records are accurate and completed in a timely manner.
• Collects, enters, organizes, processes, and summarizes a variety of operational and financial data to support departmental reporting and decision-making.
• Prepares reports, correspondence, spreadsheets, statistical summaries, and graphs to support supervisors, managers, and department staff.
• Coordinates vehicle administration activities, including tracking vehicle purchases, titles, insurance, decals, and related documentation; coordinates vehicle striping and other required services.
• Administers department credit card activities, including office purchases and recurring monthly subscriptions, and processes gift card requests in accordance with established procedures.
• Coordinates the ordering and distribution of office supplies and department materials, including business cards, patches, name badges, forms, and other operational supplies.
• Maintains department forms, records, and administrative files, ensuring information is organized, current, and readily accessible.
• Manages and administers various employee bonus programs, including maintaining records, processing requests, and coordinating related documentation.
• Provides a broad range of administrative support to department leadership and staff, including preparing documents, maintaining records, coordinating information, and assisting with day-to-day operational needs.
• Serves as a liaison and point of contact for the department, facilitating communication and coordination with employees, internal departments, vendors, and other stakeholders as appropriate.
• Supports the preparation and maintenance of documents related to the Security Division, ensuring information is accurate, organized, and handled appropriately.
• Supports and participates in departmental meetings, which may include coordinating logistics, preparing materials, documenting information, and assisting with follow-up activities.
• Performs general office functions, including preparing written and electronic correspondence, operating standard office equipment, processing mail, and maintaining records in accordance with established procedures.
• Handles, sorts, and distributes incoming and outgoing office mail and other departmental correspondence.
• Maintains confidentiality and exercises sound judgment and discretion when handling sensitive, confidential, or proprietary information.
• Utilizes specialized computer systems, software applications, and other technology as required to perform departmental functions and maintain accurate records.
• Actively supports and participates in continuous improvement and performance improvement initiatives to enhance departmental processes, efficiency, and service delivery.
• Provides assistance with overflow work, special projects, and other departmental initiatives as assigned.
• Performs other duties and responsibilities as assigned that support the success of the department or business unit.

Qualifications

• High school diploma or GED equivalent.
• Minimum of three (3) years of progressively responsible administrative, office, financial, or related work experience.
• A valid Driver’s License and an acceptable driving record for the past three (3) years to be eligible under NMS’ vehicle insurance policy.
• Demonstrated ability to work independently, prioritize multiple assignments, meet deadlines, and complete work accurately and in a timely manner.
• Strong written and verbal communication skills, with the ability to effectively communicate with employees, customers, clients, and other stakeholders.
• Intermediate proficiency in Microsoft Office applications, including Microsoft Word, Excel, and PowerPoint. Microsoft Office skills testing will be administered as part of the selection process to validate the candidate’s proficiency with required applications.
• Ability to operate standard office equipment, including calculators, multi-line telephone systems, copy machines, fax machines, and other general office equipment.
• Demonstrated ability to work effectively both independently and as part of a team, including the ability to establish and maintain positive working relationships with employees, customers, clients, and other stakeholders.
• Ability to exercise sound judgment and make timely decisions with limited supervision while recognizing when issues require escalation.
• Must be fluent in speaking, reading, and writing English, as required by the contract.
• Must comply with all applicable safety policies, procedures, guidelines, and regulations established by NMS and its clients.
• Must successfully complete a fingerprint-based background investigation in accordance with applicable requirements, including the Crime Control Act, Child Care Worker Act, and the Indian Child Protection and Family Violence Prevention Act.
• Must be able to maintain confidentiality and exercise appropriate discretion when handling sensitive employee, financial, operational, and departmental information.

 

Working Conditions and Physical Requirements

Weather: Indoor - environmentally controlled; requires most or all work to be done inside.

Noise level: The noise level in the work environment is usually that of a standard office atmosphere.

Description of environment: Office building with standard office environment.

Physical requirements: Employee is required to lift and/or move up to 25 lbs. Frequently to constantly required to sit, stand, walk, use hands/fingers to handle or feel, climb, stoop, kneel, crouch or crawl, talk/hear, taste/smell, and carry weight/lift.

Travel: up to 10% of the time. Employee may travel throughout Alaska and/or remote locations and may be required to use alternative modes of transportation, including but not limited to snow machines, boats, small airplanes and ATVs.

 

Competencies

NMS Core Values

Safety guides our behavior.

Honesty and integrity govern our activities.

Commitments made will be fulfilled.

All individuals are treated with dignity and respect.

The environment will be protected and sustained.