Administrative Assistant

Job Summary:

The Administrative Assistant plays a vital role in supporting the leadership team of the credit union. The role is ideal for a proactive, organized professional with exceptional communication skills, analytical capabilities, and meticulous attention for details. This person should have experience working in an office environment, composing and updating reports, preparing correspondence, performing research, organizing files and tracking throughout the account management process, assisting with recovery of special assets, and be able to assist with scheduling and calendaring various types of meetings.

Success in this role relies on the ability to follow instructions, show initiative, be able to multi-task, problem-solve, and anticipate the needs of the team they support.

Essential Duties and Responsibilities: Include, but are not limited to:

• May perform other duties as assigned.
• Coordinate administrative functions and provide multifaceted support to various departments from leadership to legal, pertaining to sensitive issues, in a confidential manner. Assist with scheduling meetings.
• Provides customer service to internal and/or external members, vendors, and employees with accuracy and professional tact.
• Conducts research, composes, prepares, edits, and/or proofs a variety of items such as emails, letters, reports, invoices, memos, court documents, PDFs, and spreadsheets using a variety of software suites. Assists with the production of monthly, quarterly, and annual reports.
• Complies with all federal, state, and local laws and regulations applicable to the financial industry. Ensure compliance with the credit union’s standards, processes, and policies.
• Assist with the processing, tracking, and payment application of special assets that contain various legal complexities and sensitive timelines (i.e. bankruptcies, foreclosures, garnishments, recovery of losses, etc.).
• Assists with scanning and uploading documents, evaluating and identifying loss accounts that are ripe for litigation, proofread documents, constructing folders and paperwork to track special accounts, preparing and tracking progress in a variety of spreadsheets, notarizing documents, and providing updates on assignments in a timely manner.
• Reviews and processes invoices from third-party vendors with an emphasis on ensuring the invoices are accurate, preparing check requests, obtaining payment approval, tracking, scanning, and copying all outgoing payments, and resolving any outstanding invoice issues.
• Assists with the vendor due diligence program. Track reports, make regular requests for updated information monthly, and inform management of any issues.
• Performs various administrative functions such as sending and receiving faxes, disseminating information to intended parties (i.e. email, phone calls, etc.), making and distributing copies of documents including delivering documents to outside entities, and processing of incoming and outgoing mail.
• Develop plans to meet deadlines.
• Consistent attendance for hours scheduled to work.
• Performs collections and recovery functions as directed by management.
• Consistently work hours as scheduled. Demonstrate responsiveness and reliability, providing occasional support outside standard business hours.
• May perform other duties as assigned.

Qualification Requirements:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Experience in a legal environment.
• Analytical thinker with detailed research proficiencies.
• Ability to grasp and interpret advanced financial concepts.
• Ability to navigate and effectively use tracking systems.
• Superior organizational and time management skills.
• Strong attention to detail.
• Ability to work under pressure and meet deadlines.
• Ability to work independently and as a part of a team.
• Excellent written and verbal communication skills.
• Proficient with Microsoft Office.

Education and Experience:

• High School Diploma or General Education Degree (GED) required.
• 3+ years’ experience supporting senior leadership.
• Associates degree preferred.

POSITION TYPE/EXPECTED HOURS OF WORK:

This is a full-time position worked in the office. This position is eligible for remote work. Regular days and hours of work are Monday through Friday, 8:00 a.m. to 5:00 p.m. with a 1-hour unpaid lunch break. Must be flexible to work overtime as needed to meet project timelines.

Job Type: Full-time

Pay: $17.00 - $19.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person