Administrative Assistant

Description

Position Purpose:

To provide administrative support to Senior Management, 

Requirements

Essential Functions and Responsibilities:

• Initiate, review, and distribute routine correspondence, documentation, forms, notices, or reports.
• Schedule appointments and maintain calendars for Senior Management.
• Perform general office duties, including requisition of office supplies and coordinating maintenance of office facilities.
• Receive and sort incoming mail, UPS, and FedEx packages and inform the appropriate department of incoming deliveries.
• Provide confidential support to Human Resources Department, including, but not limited to, preparing job postings, screening applicants, and scheduling interviews with appropriate management staff. Also schedules and coordinates employee training and conferences.
• Secure all necessary facility arrangements for on-site and off-site special events and meetings, including, but not limited to, board meetings, annual member meetings, team member appreciation events, and management planning sessions. This further includes ensuring needed equipment, securing meeting spaces, ordering refreshments or meals, set-up, and clean-up before and after events, and ensuring required materials are present to conduct the particular business of the event.
• Coordinate and secure travel arrangements for off-site conferences and events, as required.
• Maintain office security by following safety procedures and controlling access via the reception desk; ensure professional appearance of the reception area. Greet visitors and ensure their needs are directed to the appropriate department/employee.
• Accurately organize and file, manually or electronically, member information to ensure up-to-date Member files, including the processing of returned mail. Create and update records, ensuring accuracy and validity of information.
• Answer questions, provide information and/or route calls to appropriate team members.
• Ensure that archive records are properly stored and easily accessible.
• Provide other administrative or clerical support and special projects as assigned by Senior Management.

Performance Measurements

• Provide timely, accurate, and professional administrative support.
• Maintain the confidentiality of all information as directed in credit union procedures.
• Meet required time deadlines for mail or correspondence distribution and calendar updates.
• Provide informed, professional, and accurate service and support to all members and associates.

Certificates, Licenses and Registrations

Notary Public or willing to obtain.

Knowledge, Skills, and Abilities:

Experience: One to three years of similar or related experience.

Education: Associate's degree in Business, or related field.

Interpersonal Skills: Work involves much personal contact with others inside and/or outside the organization for the purpose of first-level conflict resolution, building relationships, and soliciting cooperation. Discussions involve a higher degree of confidentiality and discretion,   requiring diplomacy and tact in communication.

Other Skills: PC (technology) & Proficiency in Microsoft Suite of Products (Excel, Outlook, Word, etc.). Must possess strong basic math skills, accuracy, and attention to detail.
Reasoning Ability - Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Must have very strong communication skills with the ability to explain decisions and reasoning behind those decisions.

Physical Demands: 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 accommodation may be made to enable individuals with disabilities to perform the essential   functions.

While   performing the duties of this job, the employee is regularly required to sit. The employee frequently is required to use hands to finger, handle, or feel objects, tools, or controls. The employee is occasionally required to stand, walk, and talk or hear.

The employee must occasionally lift and/or move up to 30 lbs. Specific vision abilities required by this job include close vision and the ability to adjust focus.