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.
