Administrative Assistant

Position Description

Title:                           Administrative Assistant

Department:              Commercial Lending

Reports to:                 Commercial Loan Support Officer

Supervises:                 None

Classification:            Non-Exempt

Date Prepared:          December 12, 2024

Summary / Objective

The Administrative Assistant is responsible for providing administrative support to the Commercial Loan Support Officer, Commercial Loan Supervisor, Commercial Loan Assistants, Commercial Loan Associate, and Loan Officers in support of their respective roles and responsibilities. The Administrative Assistant will also perform other tasks/projects as requested and provide assistance as needed to other teams. This incumbent will be responsible for greeting customers and managing the reception area.

Experience & Education Requirements:

• High School diploma or equivalent experience in an office environment, retail or commercial lending
• Knowledge of office management systems and procedures
• Proven organizational, communication and computer skills
• Proficient in MS Office and proven administrative experience

Essential Job Functions:

• Manages reception area and looks after visitors.  May answer general questions related to the bank.
• Arranges meetings by scheduling appropriate meeting times, booking rooms, and planning refreshments
• Drafts, formats, and prints relevant documents
• Maintains stock lists and orders office supplies as needed
• Files credit and legal documentation into imaging system
• Interacts with commercial loan staff and carries out their requests
• Creates agendas and takes meeting notes
• Assists in purchase orders and invoicing, including weekly accounts payable
• Manages incoming and outgoing post and records data on special deliveries
• Photocopies and files appropriate documents as needed
• Prepares, reviews, analyzes and distributes various internal reports
• Processes loan payments, advances and general ledger entries
• Prepares and maintains department statistics using Excel
• Participates in departmental training and keeps informed of Bank policies and procedures changes

Required knowledge, skills & abilities:

• Excellent interpersonal, communication and computer skills including MS Word and Excel
• Attention to detail, ability to multi-task and proven organizational skills
• Ability to apply critical thinking and problem-solving skills
• Ability to adapt to changing demands and requirements
• Ability to effectively communicate via phone and email
• Compliance with BSA regulations as appropriate to the position

Physical Demands and Work Environment:

• Ability to use standard equipment such as computers, phones, photocopiers
• Requires manual dexterity and sitting for longer periods of time
• Must be able to work schedules that meet the needs of the Bank

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.