Administrative Assistant

Description

Heritage Financial Credit Union is a member-owned financial institution that is committed to helping our members achieve their financial goals and building a stronger community. We believe that everyone deserves access to affordable financial services, and we are dedicated to providing our members with the tools and resources they need to achieve their financial dreams.

Our vision is to be the leading financial institution in the communities we serve, and we are committed to creating a culture of excellence where our employees can thrive. We believe in creating a workplace where everyone feels valued and respected, and where we can all work together to achieve our goals. We recognize that our employees are our most important asset, and we are committed to providing them with the training, development, and opportunities they need to succeed.

Our values are at the heart of everything we do. We believe in:

• Integrity: We are honest and trustworthy in all of our dealings with our members, employees, and the community.
• Excellence: We strive to provide our members with the best possible service.
• Teamwork: We believe that we can achieve more together than we can alone.
• Respect: We treat each other with dignity and respect.
• Community: We are committed to giving back to the communities we serve.

If you are looking for a challenging and rewarding career in the financial services industry with a company that is committed to its mission, vision and values, we encourage you to apply for a position at Heritage Financial Credit Union. Here you will find a supportive and collaborative work environment where you can make a difference in the lives of our members and our community. We offer a competitive salary, comprehensive benefits package, including a very generous PTO policy. We are always looking for talented and motivated individuals to join our team.

POSITION DESCRIPTION

Position Title: Administrative Assistant 

Department: Retail Banking

Classification: Non-Exempt

Salary Range: $20-$25 an hour depending on experience

REPORTING RELATIONSHIPS

Position reports to: AVP of Retail Banking

Positions Supervised: None

POSITION PURPOSE

The Administrative Assistant facilitates the efficient operation of the Retail Leadership team by performing a variety of clerical and administrative tasks. Through one-on-one working relationships with the AVP of Retail and Regional Managers, the Administrative Assistant provides support of these roles and the Retail Branch Network providing critical support to the Leadership Team enabling greater efficiency, effectiveness, and sound operation of the group. The Administrative Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented. The Administrative Assistant has the ability to exercise sound judgment in a variety of situations by exercising strong written and verbal communication skills, organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Administrative Assistant will have the ability to work under pressure to handle a wide variety of activities and confidential matters with discretion. 

 ESSENTIAL FUNCTIONS AND BASIC DUTIES 

1. Perform administrative duties that include but are not limited to preparing correspondence and reports, conducting research, taking minutes, validating monthly Retail incentives, coordinating calendars, scheduling and coordinating meetings, routing correspondence that are sometimes confidential, managing an extremely active calendar, including branch scheduling needs, completing expense and budget reports, arranging travel and detailed travel plans, etc.
2. Answering and handlings phone calls in a professional, confidential manner, routing calls to appropriate individuals or departments, taking accurate and complete phone messages, and coordinating follow through, as necessary.
3. Actively communicating with Department Leaders and members of the Retail team to ensure consistency and compliance; tracking, and following through on all pending issues.
4. Developing and maintaining positive relationships with vendors, members and coworkers.
5. Proactively and accurately compiling, coordinating, and disseminating materials for meetings.
6. Maintaining, updating, and distributing policies and procedures. 
7. Accurately taking detailed meeting minutes for various meetings, transcribing, and presenting drafts for review within prescribed timeframes.
8. Provide a bridge for smooth communication between the Retail Leadership and internal departments, demonstrating leadership to maintain credibility, trust and support with all team members. 
9. Provides leadership support to build relationships crucial to the success of the organization, and manage a variety of special projects, some of which may have organizational impact. 
10. Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
11. Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks.
12. Accurately maintaining filing system and performing bookkeeping functions regarding invoices, corporate credit cards, bank accounts, expenses, accruals, etc.
13. Works closely and effectively with the Retail Leadership to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a “barometer,’ having a sense for the issues taking place in the environment and keeping the Retail Leadership updated.
14. Assists in coordinating the agenda of the Retail Management team meetings and off-sites, and all staff meetings.
15. Providing outstanding internal and external member service and escalating issues, as necessary.
16. Consistently reviewing and recommending changes to improve workflow, efficiencies, and quality. 
17. Performing additional duties as assigned or requested.
18. Planning, coordinating, and executing, company meetings and events.
19. Assisting in reviewing and updating company policies and procedures.

Requirements

Education/Certification: Associates degree in Business or related field experience. A comparable combination of education and experience may be considered. 

Required Knowledge: . This position requires that the employee gain a working knowledge of Bank Secrecy Act (BSA) requirements and how they will affect their work. The employee will comply with all requirements of the BSA and cooperate with the designated BSA Officer in assuring compliance. 

Skills/Abilities:

• Must be able to frequently communicate with vendors, members, and coworkers; verbally, in person, on the phone, writing, and via email
• Innate ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
• Strong working knowledge of business writing, grammar, punctuation, sentence structure, etc.
• Proactive approaches to problem-solving with strong decision-making capability.
• Ability to display passion in work responsibilities and inspire that passion in others.
• Highly resourceful team-player, with the ability to also be extremely effective independently.
• Ability to achieve high performance goals and meet deadlines in a fast paced environment.
• Ability to project a professional appearance and positive attitude at all times. Consistent professional demeanor in person, via email, and on telephone.
• Ability to work independently and show strong initiative.
• Ability to promote cooperation to achieve deadlines and goals.
• Ability to write reports, proposals, correspondence, policies, procedures etc.
• Typing; 60 wpm and the ability to take detailed, accurate meeting minutes.
• Working knowledge of Microsoft WORD, EXCEL, Outlook, PowerPoint, portal/intranet software, and ability to learn windows based programs.
• Working knowledge of office equipment including but not limited to; computer, printer, fax, scanner, copier, etc.
• Ability to travel locally, as necessary.

Equal Opportunity Statement

Employment at our Credit Union is based upon merit, ability, and qualifications. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any other legally protected status.