What are the responsibilities and job description for the Administrative Professional 2 position at Westfield Bank?
Location: Medina
Administrative Professional 2 Job Summary
The Administrative Professional 2, under limited supervision, performs daily delivery of wide-ranging administrative support services for a business unit, department, field office, or group of professionals/leaders. This role maintains familiarity with department and company policies, procedures, and processes. Prepares data, correspondence, and documentation as requested and may require confidentiality and discretion.
Essential Functions (primary functions and/or reasons the job exists in order of importance)
- Assists leader(s) and unit/department team members by organizing and completing all administrative tasks efficiently. Maintains and uses sound knowledge of general office, department, company, and related operations and policies.
- Serves as liaison between departments to ensure consistent and efficient operations and communication. May work in tandem with the other administrative professionals and act as back up for those positions.
- Responds to internal and external inquiries in a courteous, professional manner to provide information within the scope of knowledge or refer the matter to other staff members as appropriate.
- Professionally and courteously screens and directs telephone calls and takes messages accordingly.
- Anticipates and prepares materials needed to schedule and maintain calendar(s) of appointments and conference rooms, plan meetings and travel itineraries, and coordinate related arrangements.
- Researches, prepares, edits, and delivers various correspondence (including electronic files, reports, presentations, and documents) for internal and external customers as directed.
- Maintains working knowledge of, and utilizes standard office equipment, including personal computers and appropriate software packages, dictation equipment, copiers, telefax machines, etc. Troubleshoots issues and arranges technical support as needed.
- As directed, books travel and makes meeting arrangements for leaders and department members. This includes coordinating logistics for room reservations, teleconferences, and audio visual needs. May require coordination with outside departments, vendors, and customers. Collaborates with peers in other units regarding scheduling and calendar adjustments.
- Serves as the central point of contact for initiatives impacting the entire unit/department, such as policy changes, office/operational/equipment changes, new hire onboarding/processing, business unit/department events, etc.
- Has access to and maintains company, department, and customer files as assigned. May have access to confidential information including salary, financial, performance, and medical information.
- Organizes and maintains department files, documents, supplies, equipment, and materials as needed. Orders and maintains control of office supplies and manages vendor files/documentation and correspondence.
- As directed, administers unit/department time off calendars and provides reports to leaders.
- Receives, sorts, and distributes incoming mail and prepares outgoing mail.
- May be responsible for reception duties including greeting and registering guests and visitors, monitoring and administering security procedures, and accepting and processing deliveries.
- As directed, may be responsible for administrative or support-level duties specific to assigned business unit or department.
- Maintains awareness, understanding and compliance with the Bank's internal policies and procedures, laws and regulations appropriate for this position.
- Provides assistance in response to regulatory and internal/external audit requests.
- Travels occasionally in order to participate in special assignments, training, and/or travel between office locations.
Desired Qualifications/Experience/Certification/Education (in order of importance)
- 4 years of administrative professional experience in an office setting.
- Strong knowledge and skill in business English, spelling and punctuation, math, reading and communications.
- Understanding of general business flows, procedures, and systems as typically acquired via High School Diploma or General Education Diploma (G.E.D.) or commensurate work experience.
- Proficient use of various office and computer equipment and software packages(including, but not limited to Excel, Word, PowerPoint, Access, Outlook, Adobe, Cognos, etc.)
- Excellent verbal, written, typing, interpersonal, and organizational skills, resulting in the ability to communicate with individuals at multiple levels of the organization.
- Ability to maintain confidentiality and exercise discretion regarding sensitive information and situations.
- Ability to work with moderate supervision, meeting deadlines and working in a fast-paced environment.
- Valid driver’s license and a driving record that conforms to company standards.
Physical Requirements (specific to the role)
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.
- Ability to work effectively in an office environment for 40 hours per week (including sitting, standing, and working on a computer for extended periods of time).
- Ability to communicate effectively in a collaborative work environment utilizing various technologies such as telephone, computer, web, voice, teleconferencing, scanner, e-mail, etc.
- Ability to read standard typed documents.
- Ability to physically and accurately file.
- Ability to travel as required.
This job description describes the general nature and level of work performed in this role. It is not intended to be an exhaustive list of all duties, skills, responsibilities, knowledge, etc. These may be subject to change and additional functions may be assigned as needed by management.
We are an equal opportunity employer/minority/female/disability/protected veteran.
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