Financial Services Administrative Assistant

EEO Statement: We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.

Job Title:Financial Services Administrative Assistant

Reports to: Administrative Vice President of Financial Services & Chief Trust Officer

FLSA Status: Non-Exempt

Salary Grade: NE16

Supervisory Responsibility: No

SUMMARY:

The Financial Services Administrative Assistant position provides administrative and secretarial support for the Administrative Vice President of Financial Services & Chief Trust Officer. In addition to typing, filing and scheduling; performs duties such as financial record keeping, payroll, coordination of meetings and conferences, obtaining supplies, coordinating direct mailings, and working on special projects. Also answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize diversified workload, recommends changes in office practices or procedures.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following, other duties may be assigned by supervisor and/or Trustco Bank’s Board of Directors.

• Assists the Chief Trust Officer with daily tasks for the administration of estates, trusts, investment management and individual retirement account files.
• Assists the Chief Trust Officer with any tax compliance issues.
• Assists the Chief Trust Officer with any departmental administration issues.
• Schedules and organizes complex activities such as meetings, travel, conferences and department activities for all members of the department.
• Performs desktop publishing. Creates and develops visual presentations.
• Establishes, develops, maintains and updates filing system. Retrieves information from files when needed. Establishes, develops, maintains and updates library of trade journals and magazines.
• Organizes and prioritizes large volumes of information and calls.
• Sorts and distributes mail. Opens mail for the chief operating officer. Drafts written responses and/or replies by phone or e-mail when necessary. Responds to regularly occurring requests for information.
• Answers phones for chief operating officer. Takes messages or fields/answers all routine and non-routine questions. Works in cooperation with other system development assistants to cover phones.
• Acts as a liaison with other departments and outside agencies, including high-level staff such as CEOs, presidents, senior vice presidents and chiefs. Handles confidential and non-routine information and explains policies when necessary.
• Works independently and within a team on special nonrecurring and ongoing projects. Acts as project manager for special projects, at the request of the chief operating officer, which may include: planning and coordinating multiple presentations, disseminating information, coordinating direct mailings, and creating brochures.
• Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
• Supports market data analyst in maintenance of the department finances. Activities include: copying check requests and sending to accounts payable travel reimbursements, documenting corporate credit card expenses to corporate finance.

REQUIRED EDUCATION/EXPERIENCE:

• High school diploma or equivalent level of education and experience.
• Effective verbal and written communication skills.
• Well organized with the ability to manage multiple tasks and work to time sensitive deadlines.
• Ability to work well independently and in groups.
• Working knowledge with Microsoft Office Programs; Excel and Word.

PREFERRED EDUCATION/EXPERIENCE:

• Bachelor’s degree in a business-related field.

POSITION TYPE/EXPECTED HOURS:

This is a full-time position. Office hours Monday – Friday 8:30am – 5:00pm. Evening and weekend work may be required as job duties demand.

TRAVEL:

No travel required.

LANGUAGE SKILLS:

Must be able to speak, read, write, and understand the primary language(s) used in the workplace; bilingual skills a plus. Ability to read, analyze, and interpret general business information, including but not limited to company policies and procedures. Ability to effectively present information and respond to questions from groups of managers and customers.

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 the essential functions.

• This is largely sedentary role, requiring use of typical office equipment such as a computer, laptop and phone.
• Ability to communicate both in person and/or by telephone.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

For the most part, ambient room temperatures, lighting and traditional equipment as found in a typical office / retail environment.

OTHER DUTIES:

Please note that this job description is not designed to cover or contain a comprehensive listing of all activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

AFFIRMATIVE ACTION PLAN/EQUAL EMPLOYMENT OPPORTUNITY STATEMENT:

Trustco Bank is an equal opportunity/affirmative action employer. It is the policy of Trustco Bank to take affirmative action in affording equal employment opportunities to all qualified persons without regard to race, color, religion, sex, national origin, age, marital status, genetic information, disability or protected veteran status.

This includes, but is not limited to, the following:

Hiring, placement, upgrading, transfer, demotion or promotion.

Recruitment, advertising or solicitation for employment.

Treatment during employment.

Rates of pay or other forms of compensation.

Selection for training, including apprenticeship.

Layoff or termination.

It is the policy of Trustco Bank to cooperate to the fullest extent with the applicable regulations of the Civil Rights Act and any legislation on Equal Employment Opportunity.