Administrative Assistant - Business Banking Department

ADMINISTRATIVE ASSISTANT

Job Summary

The Administrative Assistant supports the Business Department’s, administrative reporting, procurement, marketing coordination, as well as traditional office tasks (namely: meetings coordination, answering phone calls, attending visitors, managing incoming and outgoing mail; preparing letters; and managing clients’ inquiries).

Essential Responsibilities

· Generate administrative reports encompassing transactional pipeline, analyst workflow, vacations, visits and others statistical reports.

· Handles all BB’s procurement processing (invoicing, in order generation in Oracle, signature follow-up, and receipt verification).

· Handles invoice payment processing in Oracle for external vendors.

· Liaison with the Marketing Department regarding coordination of business activities.

· Coordinates BB unit calendars, meetings and conference calls with internal and external clients as needed.

· Answers inquiries and transfers incoming calls, maintaining a satisfactory service level.

· Keeps the client informed about their inquiries status and clarifies any related doubts or differences.

· Receives client’s inquiries such as investigations, claims and services, resolving or routing their petitions and supporting the process.

· Attends visitors and other staff maintaining a satisfactory service level.

· Create spreadsheets; composes correspondence and documents using Microsoft Word, Excel, and Power Point applications.

· Transcribes (Spanish and English) letters, memos, electronic mails, proposals, reports and other related documents, reviewing submitted materials and documents for format, content, and grammar.

· Provides assistance and/or prepares Power Point presentations as requested.

· Prepares internal, expense, reports processing, (client entertainment, conventions, staff activities, etc.).

· Scan files and retrieve Corporation’s, documents, records, and reports.

· Establishes and keep records, organizes, and administers file system.

· Disseminates information by phone call making, mail services, and electronic mailing, in compliance with the corporation guidelines and procedures.

· Manages the incoming and outgoing mail for the Department.

· Manages and maintains office supplies inventory, equipment, business forms, and other resources for the Department/Unit; also prepares purchase requisitions as needed.

· Provides support to management in administrative duties such as, employee attendance records, employee compliance with required training, and keeping updated employee related data in the information system.

· Daily monitors employee’s compliance with institutional norms like assistance, clothing, service quality, and behavior.

· Assist management in general duties as requested.

· Develops and runs a special project requested by management.

Independence of Judgment

The degree of judgment is related to the compilation and/or presentation of information for quality reporting.

Supervisory Responsibilities

This position has no supervisory responsibilities.

Impact of Errors

The impact of errors of this position could affect job activities, departmental activities, and other department’s activities, or external service.

Competencies

· Comprehend English and Spanish

· Interpersonal communication skills

· Knowledge of administrative and clerical procedures such as word processing systems and filing.

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 accommodations may be made to enable individuals with disabilities to perform essentials functions.

Specific vision abilities required by this job include close vision and distance vision. While performing the duties of this Job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear. The employee is occasionally required to stand and walk. May be required to lift and move boxes or packages not exceeding 10 pounds in weight.

Work Environment

Employees in this job work in an office environment with a comfortable room temperature, good lighting, and quiet conditions.

Minimum Requirements

Bachelor’s degree in business administration, Secretarial Sciences or Office Administration and one to three years of experience. The incumbent must write, speak and comprehend English.

EQUAL OPPORTUNITY EMPLOYER

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Relocate:

• San Juan, PR 00909: Relocate before starting work (Required)

Work Location: In person