Administrative Assistant

Description

SUMMARY

The position of Administrative Assistant is responsible for providing administrative and secretarial support; coordinates functions, meetings, training sessions and special events; maintains office, marketing, and training room supplies; participates in advertising and promotional activities; greets visitors and answers the telephone; receives and distributes mail and correspondence; gathers data and compiles various reports for management; photocopies materials; maintains files; issues correspondence; promotes business for the Bank by maintaining good customer relations.

Essential Duties

• Performs required secretarial duties; takes and/or transcribes dictation; composes and proofreads correspondence for supervisor’s signature; sets up and maintains files; maintains calendar for supervisor and training room; makes traveling arrangements and reservations; acts as a receptionist by answering and directing telephone calls; attends meetings and prepares and distributes meeting minutes; and sorts, screens and distributes mail.
• Participates in coordinating functions, meetings, training sessions and special events; follows-up to ensure timely implementation of scheduled events; prepares agendas, invitations and reception of replies; prepares, copies and distributes materials; arranges location and space; and attends events to resolve problems as they arise.
• Maintains office, marketing, and training room supplies; maintains inventory; prepares documentation and orders supplies and forms; conducts follow-up to ensure receipt of items and resolve related problems; refers problems to appropriate individuals; and ensures answers or information is received by inquiring party.
• Participates in advertising and promotional activities; purchases items for promotions and special events; proofreads advertisements and press releases; reviews advertising invoices for accuracy; follows-up to ensure printing, signage, receipt and cost of items as agreed; writes, graphically designs and arranges for printing flyers, internal newsletters and other materials; prepares customer service satisfaction survey; distributes marketing materials to specified groups; and prepares reports for management and the Board of Directors.
• Gathers and calculates data and prepares a variety of monthly, quarterly and annual reports for management ensuring reports are accurate, complete and prepared on schedule.
• Performs official notary duties.
• Composes, prepares and issues correspondence such as internal memorandums and letters to customers or contractors.
• Prepares travel and expense statements for the department supervisor and other department officers and employees.
• Provides effective customer service and assists in resolving problems within given authority.
• Routes incoming and outgoing mail and reports.
• Performs routine clerical duties including, but not limited to, word processing, filing, faxing, and copying.
• Treats people with respect; keeps commitments; Inspires the trust of others; works ethically and with integrity; upholds organizational values; accepts responsibility for own actions.
• Demonstrates knowledge of and adherence to Equal Employment Opportunity (EEO) policy; shows respect and sensitivity for cultural differences; educates others on the value of diversity; promotes working environment free of harassment of any type; builds a diverse workforce and supports affirmative action.
• Assures compliance with all Bank policies, procedures and processes, and all applicable state and federal banking laws, rules and regulations; adheres to Bank Secrecy Act (BSA) responsibilities that are specific to the position.
• Completes administrative tasks correctly and on time; supports the Bank’s goals and values; benefits the Bank through outside activities.
• Performs the position safely, without endangering the health or safety to themselves or others and will be expected to report potentially unsafe conditions. The employee shall comply with occupational safety and health standards and all rules, regulations and orders issued pursuant to the OSHA Act of 1970, which are applicable to one’s own actions and conduct.
  
  

ENVIRONMENT AND PHYSICAL ACTIVITY

The incumbent in the course of performing this position spends time writing, typing, speaking, listening, lifting (up to 30 pounds), driving, carrying, seeing (such as close, color and peripheral vision, depth perception and adjusted focus), sitting, pulling, walking, standing, squatting, kneeling and reaching.

The incumbent for this position may operate any or all of the following: telephone, smart phone, copy and fax machines, adding machine (calculator), check protector, scanner and image systems, scanning equipment, encoder, money counter, credit card terminal, typewriter, computer terminal, laptop computer, personal computer, tablet, printers, or other equipment as directed.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

MENTAL DEMANDS

The incumbent in this position must be able to accommodate to reading documents or instruments, detailed work, problem solving, customer contact, reasoning, math, language, presentations, verbal and written communication, analytical reasoning, stress, training, multiple concurrent tasks, and constant interruptions.