Descendant Registry Technician

Descendant Registry Technician

Doyon, Limited's mission is to continually enhance our position as a financially strong Native corporation to promote the economic and social well-being of our 20,000+ shareholders. We provide exceptional career opportunities for individuals who value professionalism, collaboration, and a commitment to excellence. We understand the importance of treating our employees well and the impact motivated employees have in helping us succeed in our vision to be the leader in all we do.

The Descendant Registry Technician is responsible for accurate, review, verification, and maintenance descendant and genealogical records within Doyon's registry system. This role performs technical records tasks including validating official documentation, researching and resolving discrepancies, and ensuring compliance with established policies and confidentiality standards. The technician supports the full records workflow by preparing reports, assisting with audits, and coordinating with enrollment, records, and administrative staff to ensure timely and precise processing.

The position requires strong attention to detail, sound judgment when reviewing sensitive information, and consistent adherence to records-management procedures.

Position type:
Temporary - Full-time

Essential Functions:

• Primary Functions:
  o Enter, review, and update descendant information in the registry database with a high level of accuracy.
  o Verify documentation such as birth certificates, family lineage forms, affidavits, and legal documents to confirm eligibility and compliance with policy.
  o Maintain secure electronic and paper filing systems in accordance with retention policies and privacy regulations.
  o Identify data discrepancies, conduct follow-up research, document findings, and make corrections as necessary.
  o Assist with producing reports, summaries, and audit materials for internal and external review.
  o Provide customer service by responding to inquiries about registry requirements and document submissions.
  o Collaborate with enrollment, records, and administrative staff to ensure consistent workflows and timely processing.
  o Support continuous improvement of registry processes and documentation standards, and workflow efficiencies.
  o Uphold strict confidentiality of descendant, shareholder and family information at all times.

• Secondary Functions:
  o Provide primary back-up to Shareholder Records Representative I with incoming calls, walk-ins, and general customer service inquiries
  o Cross-train with Records department staff
  o Maintain accurate and up-to-date filing systems.
  o Monitor Shareholder Records email and online submissions
  o Generate shareholder reports/documents/check requests as needed
  o Organize file room to maintain maximum variety and quantity of required materials in a minimum amount of space
  o Monitor incoming documents from the fax machine and route them to the appropriate destination
  o Completing monthly reports as assigned or upon request
  o Knowledgeable of department standard operating procedures
  o Train and oversee temporary personnel when necessary
  o Monitor and maintain copier: order supplies, change toner and dry ink, and call repairman as needed
  o Prepare periodic mailings of stock certificates for 18-year-olds, inheritance, and requested reissues
  o Mail or prepare packages of promotional items for special meetings of the board or staff
  o Other duties as assigned

• Other Functions:
  o Provide ongoing support to Office Administrator
  o Assist with Shareholder Records' off-site storage area
  o Prepare files for new shareholders
  o Maintain adequate quantity of all supplies, including office supplies, printed materials, and promotional items. Coordinate with Office Administrator when supplies need to be ordered
  o Provide notary service for employees and shareholders
  o Some travel required
  o Other duties as assigned

Doyon Limited Core Competencies:

• Commitment to Excellence – Identifies what needs to be done and takes action to achieve a standard of excellence beyond job expectations.
• Corporate Values
  - Understand, embraces, and integrates Doyon corporate values into everyday duties and responsibilities.
• Customer Service – Identifies and responds to current and future client needs by providing excellent service to internal and external clients.
• Safety and Security – Promotes a safe work environment for co-workers and customers.
• Teamwork – Resourceful team player that builds, strengthens, and maintains collaborative relationships with others inside or outside the organization.

Job-Specific Competencies:

• Administrative Skills
  - Perform a variety of responsible and confidential office, clerical and professional administrative duties.
• Analytical Skills
  - Visualizes, articulates and solves a variety of problems and concepts and makes appropriate decisions based on available information.
• Attention to Detail
  - Ensure one's own and others' work and information are complete and accurate.
• Communication Skills
  - Listen, write, and speak…