Administrative Assistant/Operations Support

GENERAL DESCRIPTION:

The Administrative Assistant / Operations Support individual should be proficient in general accounting skills. He/she will be detail-oriented, well organized, dependable and open and eager to learn new things. The ideal candidate will enjoy problem-solving and should work well with others.

ESSENTIAL FUNCTIONS OF JOB:

• Performs reconciliations and reviews on the Reconciliation Checklist as assigned.
• Responsible for performing certain reconciliations and reviews to determine that General Ledger accounts and internal accounts are managed effectively.
• Assists Accounts Payables with developing an effective reconciliation and review process.
• Assists in preparing any necessary spreadsheets or reports as needed by the Accounting Department and Management.
• Assists the Internal Auditor with requested information as needed.
• Order office supplies, name plates, business cards as needed.
• Assist management with special projects.
• Administrative and clerical duties as assigned/needed by other VPs in the Operations Department.
• Perform any other duties as required or assigned by Management.

REQUIRED SKILLS:

• Must be proficient with 10-key (by touch); alpha/numeric data entry; spreadsheets, word processing, basic typing and excellent PC skills.
• COMMUNICATION SKILLS: Ability to read, analyze and understand general business- and company-related articles and professional journals; ability to speak effectively before groups of customers and/or employees. Must possess excellent interpersonal and customer service skills.
• MATHEMATICAL SKILLS: Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference and volume; ability to apply concepts such as fractions, ratios and proportions to practical situations.
• CRITICAL THINKING SKILLS: Ability to solve practical problems and deal with a variety of known variables in situations where only limited standardization exists; ability to utilize common sense understanding in order to carry out written, oral or diagrammed instructions; ability to deal with problems involving several known variables in situation of a routine nature.
• SUPERVISION RECEIVED: Under general supervision where standard practice enables the employee to proceed alone on routine work, referring any questionable cases or issues to direct supervisor.
• PLANNING: Considerable responsibility with regard to general assignments in planning time, method, manner and/or sequence of performance of own work; may also occasionally assist in the planning of work assignments performed by others within a limited area of operation. Must possess excellent organizational skills and attention to detail.
• DECISION-MAKING: Performs work operations which permit frequent opportunity for decision-making of minor importance and also frequent opportunity for decision-making of major importance, either of which would affect the work operations of medium organizational component and the organization’s clientele. Must be able to work with multiple Managers and know how to prioritize tasks and communicate this to everyone involved.
• MENTAL DEMAND: Very close mental demand; operations requiring very close and continuous attention for control of operation requiring a high degree of coordination or immediate response; intermittent direct thinking to determine or select the most applicable way of handling situations regarding the company’s administration and operations; also determine or select material and equipment where highly variable sequences are involved. Must be able to work effectively while multi-tasking in a high-volume environment.
• ANALYTICAL ABILITY / PROBLEM-SOLVING: Moderately structured; fairly broad activities using moderately structured procedures with only generally guided supervision; High order of analytical, interpretative and/or constructive thinking in varied situations. Ability to learn new products and services and apply that knowledge.
• PUBLIC CONTACT: Occasional contact with patrons when initiated by employee; involves furnishing and obtaining information and attempting to influence the decisions of those persons contacted; contacts of considerable importance that failure to exercise proper judgment may result in important tangible or intangible losses to company.
• EMPLOYEE CONTACT: Regular contact with co-workers within the department, office or enterprise, which will require coordination of efforts generally in the normal course of performing duties; requires tact in discussing problems, presenting data and making recommendations.
• ACCURACY: Probable errors of internal and external scope would have a moderate effect on the operational efficiency of the organizational component concerned; errors might possibly go undetected for a considerable amount of time, creating an inaccurate picture of an existing situation.

PHYSICAL REQUIREMENTS and WORKING CONDITIONS:

While performing the essential functions of this job, this position is regularly required to sit, stand, talk or hear; use hands to feel and frequently are required to reach with their hands and arms and occasionally stand, walk, climb or balance; may occasionally lift, move, push or pull up to 10 pounds. Specific vision abilities required by this job include close vision. This is an indoor position and the noise level in the work area is usually moderate.

REQUIRED EDUCATION and EXPERIENCE:

High school degree or GED equivalent; Knowledge of a specialized field (however required), such as basic accounting, computer, etc.; other specialized training, such as trade school or correspondence school, equal to two (2) years of college, plus three (3) years’ related experience and/or training; or equivalent combination of education and hands-on experience.

REPORTING RELATIONSHIP:

This position reports directly to the EVP/Operations, Cashier/ HR Director (and various Operations VPs). The EVP/Operations reports directly to the President/Chief Operating Officer of American National Bank & Trust.

DISCLAIMER:

This job description is representative only and not an exclusive or exhaustive list of all job functions that an employee in this position may be asked to perform from time to time. Duties and responsibilities may be changed, expanded, reduced or delegated by Management to meet the business needs of the organization.

This document in no way constitutes an offer of employment or a contract of employment. ANB&T reserves the right to modify job descriptions, policies or any other procedural document at any time, for any reason, with or without prior notice.