ADMINISTRATIVE ASSISTANT

POSITION PURPOSE

Responsible for administrative and clerical support to the Administration Building team. Prepare letters, memos, documents and reports. Professionally assist and respond to team member, visitor and vendor questions and directs telephone calls and visitors. Performs and oversees specific projects and programs as assigned.

ESSENTIAL FUNCTIONS AND BASIC DUTIES

• Assumes responsibility for the effective performance of assigned administrative and clerical functions.
• Receives and screens visitors and telephone calls and either notifies team members or records and relays messages.
• Coordinates meeting events, room set-up and tear-down, catering, etc. for conference and meeting spaces.
• Types, files and maintains a variety of correspondence including memos, letters, and reports.
• Manages inventory and coordinates supplies for conference, training, facility and hosting items.
• Sorts and distributes incoming mail to appropriate team members/departments.
• Communicates Admin Building news to Social Committee/Exec Admin Assistant for N4Y
• Assumes responsibility for preparing and maintaining assigned records and reports.
• Coordinate and assist Facilities, Operations, Risk and HR with Administration Building badge access.
• May tabulate, calculate, and maintains reporting documents and statistical data reporting on a regular and special basis.
• Coordinates birthday and event celebrations at the Administration Building.
• Collaborates with the Executive Administrative Assistant to secure, track, retrieve and distribute parking permits.
• Assumes responsibility for maintaining effective business relations with clients, vendors, and other business professionals.
• Resolves or appropriately refers questions, requests, complaints, and problems.
• Obtains and conveys information as needed.
• Promotes goodwill and conveys a positive image of the Company.
• Assumes responsibility for establishing and maintaining effective working relationships with staff and with management.
• Assists other CU personnel as needed.
• Keeps management informed of area activities and of any significant problems.
• Assumes responsibility for related duties as required or assigned.
• Performs miscellaneous clerical, administrative and housekeeping tasks.
• Performs special projects as assigned.
• Ensures work area is clean, secure, and well maintained.

PERFORMANCE MEASUREMENTS

• Communication is accurate, concise, and timely manner.
• Inquiries are courteously attended to. Good business relations exist with outside professionals and with customers.
• Telephone calls and visitors are courteously received.
• Documents and reports are accurately produced and up-to-date. Files are well maintained.
• Good communication and coordination exist with area personnel and with management. Assistance is provided as needed. Management is appropriately informed.
• Administrative support functions are well coordinated, directed, and efficient.
• A professional image is projected and maintained.
• Good working relationships, DEI and collaborative initiatives exist with credit union personnel.

QUALIFICATIONS

EDUCATION/CERTIFICATION: High school graduate or equivalent.

REQUIRED KNOWLEDGE: Knowledge of word processing and spreadsheet applications.

EXPERIENCE REQUIRED: Two to three years of clerical and/or administrative experience preferred.

SKILLS/ABILITIES:

• Proficient typing skills.
• Excellent interpersonal and public relations skills.
• Solid analytical, creative, and problem-solving abilities.
• Project management skills and well organized.
• Able to work well independently.
• Able to assist, direct, and coordinate others.

PHYSICAL ACTIVITIES AND REQUIREMENTS OF THIS POSITION

REPETITIVE MOTIONS: Movements frequently and regularly required using the wrists, hands, and/or fingers.

TALKING: Especially where one must frequently convey detailed or important instructions or ideas accurately, loudly, or quickly.

AVERAGE VISUAL ABILITIES: Average, ordinary, visual acuity necessary to prepare or inspect documents or products, or operate machinery.

AVERAGE HEARING: Able to hear average or normal conversations and receive ordinary information.

PHYSICAL STRENGTH: Sedentary work; sitting most of the time. Exerts up to 50 lbs. of force occasionally. (Almost all office jobs.)

WORKING CONDITIONS

NONE: No hazardous or significantly unpleasant conditions (such as in a typical office).

MENTAL ACTIVITIES AND REQUIREMENTS OF THIS POSITION

REASONING ABILITY:

• Ability to deal with a variety of variables under only limited standardization.
• Able to interpret various instructions.

MATHEMATICS ABILITY: Ability to perform basic math skills, use decimals to compute ratios and percents, and to draw and interpret graphs.

LANGUAGE ABILITY:

• Ability to read a variety of books, magazines, instruction manuals, atlases, and encyclopedias.
• Ability to prepare memos, reports, and essays using proper punctuation, spelling, and grammar.
• Ability to communicate distinctly with appropriate pauses and emphasis, correct pronunciation (or sign equivalent), and variation in word order using present, perfect, and future tenses.

INTENT AND FUNCTION OF JOB DESCRIPTIONS

Job descriptions assist organizations in ensuring that the hiring process is fairly administered and that qualified employees are selected. They are also essential to an effective appraisal system and related promotion, transfer, layoff, and termination decisions. Well constructed job descriptions are an integral part of any effective compensation system.

All descriptions have been reviewed to ensure that only essential functions and basic duties have been included. Peripheral tasks, only incidentally related to each position, have been excluded. Requirements, skills, and abilities included have been determined to be the minimal standards required to successfully perform the positions. In no instance, however, should the duties, responsibilities, and requirements delineated be interpreted as all-inclusive. Additional functions and requirements may be assigned by supervisors as deemed appropriate.

In accordance with the Americans with Disabilities Act, it is possible that requirements may be modified to reasonably accommodate disabled individuals. However, no accommodations will be made which may pose serious health or safety risks to the employee or others or which impose undue hardships on the organization.

Job descriptions are not intended as and do not create employment contracts. The organization maintains its status as an at-will employer. Employees can be terminated for any reason not prohibited by law.

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