Administrative Assistant

This position is responsible for performing various administrative and clerical duties such as typing and/or distributing correspondence, memos and documentation, compiling data and information, producing and keeping meeting minutes, answering the telephone, taking messages and directing calls appropriately, dealing with visitors, collaborating with outside vendors, arranging meetings and keeping schedules, faxing and filing, and coordinating departmental records and files. Other main components will be communicating, supporting, summarizing data, and presenting it in an organized manner while working with members of the department. Provide confidential support throughout department when working on projects and providing assistance. Relies on experience and judgment to plan and accomplish assigned tasks and goals. Works under very limited supervision.

ESSENTIAL FUNCTIONS:

• Record data
• Create reports
• Work with directors and Board members at a high level
• Ensure compliance with third party vendors/service providers
• Protect confidentiality and sensitivity of information
• Self-learn/knowledge of Microsoft Office software, internet, email and department systems
• Support management team
• Partner/cultivate relationships with other departments
• Partner with outside agencies and coordinate activities
• Administer service contracts and equipment maintenance
• Research and investigate regulations as required
• Coordinate payment of department bills
• Communicate with management and Bank personnel
• Update and organize files appropriately
• Maximize technology tools available
• Manage personal workload/workflow
• Monitor and coordinate department calendars
• Coordinate the lending authority request process
• Perform specialized, confidential secretarial work
• Answer telephone and direct calls appropriately
• Take messages and pass to relevant personnel
• Open, stamp, sort, and distribute the mail
• Deal with visitors as required in a professional manner
• Type correspondence, meeting minutes, contracts, and other documents and distribute as necessary
• Support members of department
• Resolve problems as appropriate
• Monitor bills, payments, and partner with Accounting
• Make deliveries/ pickup various documents/photos
• Monitor faxes and email
• Organize and update project files
• Complete department projects
• Prepare and complete necessary forms accurately and file in a timely manner
• Schedule meetings, seminars, and hotel and travel arrangements
• Manage appointment calendars and vacation time (internal/external)
• Partner with personnel from other companies
• Process documents and manage Files
• Purchase and track department materials
• Record and track department expenditures
• Develop and maintain database
• Generate statistics and reports
• Produce various expense reports
• Recommend improvements to procedures and administration systems
• Ensure total document and data integrity
• Attempt to exceed Bank expectations
• Minimize department non-payroll costs
• Continue Professional Development
• Represent self in professional manner
• Ensure compliance with Northwest's policies and procedures, and Federal/State regulations
• Navigate Microsoft Office Software, computer applications, and software specific to the department in order to maximize technology tools and gain efficiency
• Work as part of a team
• Work with on-site equipment

KNOWLEDGE, SKILLS, AND ABILITIES:

• Ability to establish effective working relationships among team members and participate in solving problems and making decisions
• Ability to present and express ideas and information clearly and concisely in a manner appropriate to the audience, whether oral or written
• Ability to actively listen to what others are saying to achieve understanding, sharing information with others and facilitating the open exchange of ideas and information
• Ability to establish courses of action for self to accomplish specific goals, develop and use tracking systems for monitoring own work progress, and effectively use resources such as time and information
• Ability to make right decisions based on perceptive and analytical processes, practicing good judgment in gray areas
• Excellent communication, interpersonal, and organizational skills ideal

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education:

• High School Diploma or equivalent preferred

Work Experience:

• Administrative or secretarial and department related business experience preferred
• Customer service experience preferred