Administrative Assistant

Description

POSITION TITLE: Administrative Assistant (Temp-to-Permanent)

DEPARTMENT: Executive

POSITION FUNCTION

Provides crucial support for smooth operations, handling secretarial tasks, managing executive schedules including senior management, CEO and the Board of Directors. Coordinating meetings/travel, preparing documents (memos, reports, minutes), managing mail, maintaining confidential files, and assisting with specific credit union functions, requiring strong organization, communication, and discretion. 

ESSENTIAL FUNCTIONS:

• Research, plan and make reservations for Directors and Management for conferences, seminars, and meetings, as well as related events and travel arrangements, if necessary.
• Plan and reserve Credit Union functions and assist in preparations for the Annual Meeting.
• Maintain confidentiality on all credit union matters, due to exposure to sensitive materials.
• Type, mail, and keep files of Directors, Management, and Chief Executive Officer memos, as requested.
• Type, mail and fax letters and correspondence for Senior Management, as needed.
• Type contracts and policies on an as needed basis.
• Type, copy, deliver, and file monthly and special Director meeting minutes.
• Copy and distribute all Director correspondence.
• Assist in the preparation of the monthly board package for meeting, which includes:
• E-Mailing meeting notice
• Assist with management reports and upload to Board Portal
• Prepare asset/liability committee agenda
• Prepare new member activity report
• Prepare list and files of correspondence for Clerk of the Board
• Prepare list of contributions 
• Attend meetings, take and produce minutes for Investment Committee, Audit Committee, Asset/Liability committee, and other committees on an as needed basis, and maintain files of minutes.
• Assists with sorting and delivering daily mail as assigned.
• Maintain an accurate inventory log and coordination of all supply ordering and branch distribution.
• Prepare and file NCUA annual report of officials.
• Coordinates the Credit Union’s scholarship program. 
• Performs additional duties as assigned.

ADDITIONAL RESPONSIBILITIES

• Works within procedural limits of position.
• Performs related duties as required or assigned.
• Maintains own job knowledge and skills level needed to meet the requirements of the position.
• Continues to acquire the necessary education to maintain knowledge of federal and state rules and regulations to ensure compliance.
• Ensures credit union confidentiality.

PHYSICAL DEMANDS:

• Hand dexterity required to operate computer terminal and/or related equipment.
• Eye coordination required to operate computer/teller terminal.
• Sitting at desk or computer workstation for periods of time.
• Travels to Credit Union facilities/locations as required.
• Lifts books, ledgers, records, etc.
• Moves around credit union between levels or floors while performing duties.
• Bending and stretching in work area and vault area.

This position description covers the more prominent duties performed and is not limited to other work duties that may be assigned.