Summary

Provides support to the Executive Assistant and performs the required tasks of the job. Assists management and Board of Directors as necessary and aids with administrative and secretarial matters.

Essential Duties & Responsibilities include the following job functions. Other job functions may be assigned from time to time. The job functions contained herein are intended to be supplemented by “Task Lists” which describe various individual tasks associated with each job function.

• Receives and routes incoming mail directed to the executive managers, Board of Directors, and department managers. Locates and attaches appropriate file to correspondence to be answered by executive or board.
• Organizes the production and distribution of correspondence for executive managers, Board of Directors and department managers. Prepares routine correspondence for signature of appropriate executive or official.
• Intercepts telephone calls for executives, gives appropriate information to callers or routes call to appropriate executive or official and places outgoing calls.
• Schedules appointments.
• Greets visitors, ascertains nature of business, and refers visitor to appropriate person.
• Arranges travel schedule and reservations for executives managers, Board of Directors, managers, and employees.
• Compiles and produces reports.
• Records and transcribes minutes of staff meetings, and other meetings as might be required and requested.
• Ensures appropriate copies of correspondence or other printed matter are made and filed for easy retrieval when needed
• Assists the executive managers and Board of Directors in board related matters including; notice of meetings, preparation of the monthly board report.
• Attends meetings and trainings.
• Cross-sells credit union’s products and services.
• Performs other duties as might be assigned from time to time.

Supervisory Responsibilities

None.

Performance Standards

Meets all deadlines. Ability to work with several executives, maintains confidentiality of records and information. Exercises diplomacy and tact in actions when dealing with various levels of the organization. Fully competent in using a personal computer and contemporary software and office equipment customarily used in an office environment. Utilizes interpersonal skills effectively in a team environment. Displays leadership ability plus a professional attitude and appearance at all times.

Qualification Requirements:

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 and/or Experience:

A high school or general equivalency diploma (GED) is required; plus two or more years related experience; or any equivalent combination of formal training and/or experience which provides the necessary knowledge, skills, and abilities, thereof.

Language Skills:

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondences. Ability to speak effectively before groups of people. Communicate effectively in both oral and written form.

Mathematical Skills:

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percentages.

Reasoning Ability:

Ability to apply common sense understanding to carry out detailed written or oral instructions. Ability to deal with problems involving few concrete variables in standardized situations.

Certificates, Licenses, Registrations

Certificate in Secretarial Science, general business studies preferred.

Other Skills & Abilities:

Ability to operate standard office equipment and tools such as personal computer, postage machine, fax machine, telephones, photocopier, typewriter, current versions of computer software (e.g., Microsoft Office).

Familiar with the differences in products and services offered by other financial institutions to those offered by the credit union.

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.

While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee is occasionally required to stand; walk; use hands and fingers, handle, or feel objects, tools, or controls; reach with hands and arms; and stoop, kneel, crouch, or crawl.

The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and the ability to adjust focus.

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.

The noise level in the work environment is usually quiet.

Mental Demands

The mental characteristics necessary to competently perform this job include the need to be alert, remember a significant amount of details, concentrate, exercise judgment, read, write, reason, and take initiative to start and complete tasks, and exercise patience.

The employee is frequently required to solve problems, analyze situations and apply common sense to resolve issues.

The employee is routinely required to persuade, negotiate, and instruct.