Administrative Assistant

Position Summary

The Administrative Assistant provides front desk support to the branch manager and sales staff in a branch environment by greeting visitors and managing phone calls and inquiries. Responsibilities include organizing the filing system, distributing mail, assisting with marketing materials, and performing clerical tasks. The role requires strong organizational skills, attention to detail, and the ability to maintain confidentiality and professionalism.

Essential Responsibilities

• Greets guests in a professional, friendly, hospitable manner.
• Opens and closes visitor’s area.
• Answers phones, takes messages or fields/answers all routine and non-routine questions.
• Establishes, develops, maintains and updates filing system/organization for the branch.
• Organizes and prioritizes large volumes of information and calls.
• Sorts and distributes mail.
• Responds to regularly occurring requests for information.
• Performs a variety of clerical duties including, but not limited to: general correspondences, memos, charts, tables, graphs and other business documents. Proofreads copies for spelling, grammar and layout.
• Assists Loan Officers with the preparation and distribution of marketing materials.
• Maintains a professional image and standards consistent with company policies and procedures.
• Responsible for a high level of confidentiality and security while handling personal information; verbal and/or written documentation.
• Performs other support/administrative tasks as requested.

Knowledge, Skills and Abilities

• Ability to read, write, and communicate at a level consistent with the requirements of this position and comfortable working with the public.
• Must be able to make good decisions and meet deadlines.
• Excellent communication skills; verbal and written; holds self to a high level of quality.
• Must be self-motivated and enthusiastic to obtain personal and company goals.
• Ability to stay organized to easily retrieve information and documents as needed.
• Knowledge of Microsoft Office products; Word, Excel, Power Point and Outlook.
• Ability to exercise independent judgment to plan, prioritize and organize diversified workload and recommend changes in office practices and procedures.
• Flexibility to adapt to peak periods of heavy work and pressure.

Experience and Training

• High school diploma or equivalent.
• A minimum of one-year related experience, preferred.

Job Dimensions

Reporting to this position: No direct reports.

Internal Relationships: Loan Officers, LO Assistants, Processors, Closers, Underwriters, Managers.

External Relationships: Realtors and Brokers, Developers, Builders, Applicants, Borrowers, Appraisers and Title Companies.

Physical Demands and Work Environment

Physical Demands:

• Mostly sedentary, however, while performing the duties of this job, the employee is occasionally required to walk; reach with hands and arms; stoop; talk and hear.
• Extensive reading and computer use is expected more than 50% of the time. Receiving and expressing detailed information verbally, in person and by telephone is essential. Must be able to verbally communicate effectively with others.
• Occasionally lift and/or move up to 15 pounds.
• Regular attendance is necessary and essential to this position.

Work Environment:

• Professional atmosphere in a branch environment
• While performing the duties of this job, the employee may be exposed to weather conditions prevalent at the time.
• Care must be observed while driving – absolutely no texting while driving.

Why is Ruoff Mortgage the right career choice?

• At Ruoff Mortgage, we truly believe that where you work and loving your job matters, so you will receive all the vital resources necessary for your career to take off! Our team is focused on helping our clients achieve their home borrowing goals while providing our employees with a rewarding, professional experience, and a friendly team-oriented work environment.

We offer a comprehensive Ruoff Total Rewards benefits package designed to support the well-being and success of our employees.

• Health & Wellness: Enjoy comprehensive health insurance plans, including medical, dental, and vision coverage, to keep you and your family healthy.
• Retirement Savings: Take advantage of a 401(k) plan with company match to help you plan for your future.
• Paid Time Off: Benefit from paid vacation, holidays, and sick leave to ensure you maintain a healthy work-life balance.
• Professional Development: We support your growth with training, education, and opportunities for career advancement.
• Employee Assistance Program (EAP): Access confidential counseling and support services for personal or professional challenges.

We’re committed to providing our employees with the tools and resources they need to thrive both personally and professionally.

Ruoff Mortgage reserves the right to modify, interpret, or apply this job description in any manner the company desires. This job description in no way implies that these are the only duties, including essential duties, to be performed by the employee occupying this position. This job description is not an employment contract, implied or otherwise. The employment relationship remains “At Will.” The aforementioned job requirements are subject to change to reasonably accommodate qualified individuals with disabilities. While we thank all candidates for your interest in our company, only those selected for interviews will be contacted. Ruoff Mortgage is an equal opportunity employer.