General Function
In alignment with CIRIs mission and values, the Shareholder Records Supervisor is responsible for maintaining the integrity and accuracy of Shareholder information within the company. This role manages Shareholder recordkeeping and stock certificate transactions, coordinates electronic records, resolves discrepancies and supports a collaborative, service-oriented work environment. The supervisor also plays a key role in training and supporting team members to ensure records meet compliance and quality standards.
Major Activities (Typical Duties/Responsibilities)
Effectively supervise, manage and motivate team, including performance management, training and development.
Maintain complete working knowledge of processes and tasks related to stock certificate transactions and other assignments completed by Shareholder Records, 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. Oversee daily tasks and ensure smooth team operations.
Serve as lead reviewer for all stock certificate transactions, including verifying accuracy of prepared transfers, ensuring prompt and appropriate resolution of issues or discrepancies and transfer functions are completed timely and legally compliant; serve as backup approver for all certificate transfers.
Assist with the preliminary review of and approval for processing incoming power of attorney forms, fiduciary and other court orders.
Provide guidance and support to team regarding legal determinations for Shareholder voting rights, gifting authority and estate transfers.
Manage tracking of minor Shareholders in state custody; conduct periodic verification of custody status and monitor minors aging out of custody.
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; ensure communications are timely, professional and in accordance with company expectations; keep management apprised of communication trends and escalated situations.
Monitor communications and interactions between team and Shareholders, Descendants and third parties to ensure communications are appropriate and professional; identify and implement improved methods of communication where applicable.
Maintain an accurate log of all stock record changes made after CIRIs date of record for Annual Meeting through the determined tracking date.
Ensure team compliance with stock transfer blackout periods for certificate transactions.
Prepare stock certificate transmittal report quarterly for review and approval by management and the CIRI Board.
Assist with preparation of stock transfer statistics on a quarterly basis, or as otherwise requested, including generating stock transfer statistics for quarterly reports and other purposes, verifying balancing and accuracy of share count based on reports and statistics.
Assist with Shareholder-related events, including but not limited to: preparing meeting materials, participating in and representing CIRI and department at events as necessary (limited travel and weekends may be required), preparing household and other mail lists and event statistics, as requested.
Maintain original CIRI stock certificate inventory.
Serve as primary trainer for the Records Management Specialist and Lead Records Management Specialist; deliver training to enhance efficiency and accuracy in recordkeeping.
Review, revise and draft procedures relevant to Shareholder Records, including translating processes into step-by-step instructions, ensuring clarity, accuracy and compliance with relevant regulations; identify areas where procedures can be made more efficient; enforce applicable policies and procedures.
Develop and maintain forms, databases and spreadsheets for Shareholder Records to enhance efficiency, minimize errors and promote uninterrupted coverage.
Lead and participate in the testing of new versions of CIRIs Shareholder database, ensuring Shareholder Records tasks are completed and reported timely to the development team.
Review drafted content for newsletters, eAnnouncements, texts, CIRIs Shareholder/Descendant portal and CIRIs website for accuracy as such content relates to Shareholder Records.
Obtain and maintain notary certification and assist Shareholders and Descendants in completion of department forms.
Serve as backup for overseeing quarterly Shareholder prize drawings conducted by Shareholder Records, including the selection of winners, associated communications and timely payment and notification to other CIRI departments.
Work in conjunction with and provide backup support for the Manager, Shareholder Records.
Provide backup support to the Lead Records Management Specialist, as requested.
Assist with department support as needed, including the answering of 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.
Ability to take initiative and tackle complex assignments; provide direct and actionable feedback.
Strong leadership, supervisory and management skills, including the ability to effectively delegate tasks, motivate team and manage workflow.
Strong customer service skills.
Superior organizational skills, including ability to organize self, employees and work assignments; capable of prioritizing effectively with emphasis on high quality, accuracy and attention to detail.
Intermediate use of 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 comprehensive reports.
Strong analytical and problem-solving skills for identifying inefficiencies and recommending improvements, with ability to make decisions and exercise good judgment.
Excellent interpersonal skills; ability to work effectively and cooperatively with team, all levels of management, staff and third parties. Maintains 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 with a team, with effective time management and minimal supervision.
High degree of sensitivity regarding confidential information.
Excellent 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 Admin
