Administrative Assistant

 *Position is not eligible for remote work.

Job Code
ADMNASST

Job Family
 

Supervisory
No

Job Description Title
Administrative Assistant - Trust

Job Summary

The Administrative Assistant will be responsible for performing operational support and administrative duties for multiple Trust Officers, Administrative Officers, and Portfolio Managers. Tasks range from simple to complex.

Essential Functions, Duties and Responsibilities include, but are not limited to:

• Works with Trust Officers, Administrative Officers, Portfolio Managers, and customers to process and complete customer requests

• Assists in preparation of new account documents and sets up new accounts on accounting system

• Prepares invoices, reports, memos, letters, financial statements, and other documents within word processing, spreadsheet, database, or presentation software

• Conducts research, compiles data, and prepares papers for consideration and presentation by executives, committees, and boards of directors

• Performs administrative tasks, including answering the phone, staffing the reception desk, scanning, copying and printing

• Assists in processing incoming bills, distribution requests, and wires

• Balances daily work items in coordination with Trust Operations

• Orders supplies, maintains records database systems, and performs basic bookkeeping work

• Files and retrieves corporate documents, records, and reports

• Opens, sorts, and distributes incoming correspondence, including faxes, email, and phone calls

• Assists in processing retirement plan contributions, distributions, allocations, and tax reporting

• Organizes client meetings and community events

• Supports retirement plan administration

• Assists in preparation of prospect presentations, client meeting reviews and requests for proposals.

Education, Experience and Qualifications

Education

Required/Preferred

Education Level

Description

Required

High School or GED

Preferred

Associate Degree

Degree in business, accounting, or related field is preferred

Years of Experience

Minimum

Comments

No experience required; customer service and/or clerical experience preferred

License / Certification

Required/Preferred

License / Certification

Description

Additional Qualifications

• Computer competency and experience with Microsoft Word and Excel required

Core Competencies

• Accuracy and attention to detail

• Customer service skills

• Clerical and administrative skills, including data entry

• Knowledge of recordkeeping and bookkeeping principals

• Computer skills

• Oral and written communication skills

• Interpersonal skills

• Ability to understand and follow directions

• Ability to multi-task and meet deadlines

Working Conditions

Working Conditions

Indoors, environmentally controlled. Usual office working conditions. The noise level in the work environment is typical of most office environments with telephones, personal interruptions, and background noises.

Travel Requirements

Requirement

Frequency

Never or Rarely

Mandatory Vacation

Mandatory vacation not required

Physical Requirements

Requirement

Frequency

Sitting (remaining in a seated position)

Constantly

Standing (remaining on one’s feet in an upright position without moving about)

Occasionally

Walking (moving about on one’s feet)

Occasionally

Lifting (raising or lowering an object from one level to another)

Occasionally

Carrying (transporting an object, usually by holding it in the hands or arms or on the shoulder)

Occasionally

Pushing/Pulling (exerting force upon an object so that the object moves away or toward the force)

Never or Rarely

Reaching (extending hand(s) and arm(s) in any direction, such as overhead, below waist, forward or lateral)

Never or Rarely

Keyboarding (entering text or data using computer keyboard or 10-key numeric keyboard)

Constantly

Pinching/Gripping (seizing, holding, grasping, turning or otherwise working with the hand(s) or fingers)

Occasionally

Stooping (bending downward and forward by bending spine at the waist)

Occasionally

Squatting/Crouching (bending body downward and forward by bending legs and spine)

Never or Rarely

Kneeling (bending legs at knees to come to rest on knee(s))

Occasionally

Crawling (moving about on hand and knees or hands and feet)

Never or Rarely

Climbing (ascending or descending ladders, stairs, ramps)

Occasionally

Speaking (expressing or exchanging ideas by means of the spoken word to impart oral information to customers and to convey detailed spoken instructions accurately, loudly, or quickly)

Frequently

Hearing (the ability to hear, understand, and distinguish speech, either in person or telephonically)

Frequently

Near Visual Acuity (clarity of vision at approximately 20 inches or less)

Constantly

Far Visual Acuity (clarity of vision at approximately 20 feet or more)

Occasionally

Additional Physical Requirements

May require moving materials weighing up to 10 pounds on an occasional basis.