Administrative Assistant PT

Description

Title: Administrative Assistant – Part Time. Flexible Hours. Average approximately 20 hours per week

Department: Administration

Reports to: SVP of Human Resources

Employment Status

General Summary

Responsible for providing administrative support to the board and executive team, including scheduling and setting up in-person or virtual meetings, training and events; preparing board package, meeting minutes and record keeping. This position will coordinate board recruiting, adhere to various timelines guided by the bylaws. Additionally, this role will serve various areas of the credit union with coordination of charitable giving and sponsorship oversight, and the organization of promotional products. This is a position of trust and involves a high degree of confidential interactions.

• Collaborates with executive and senior management to ensure the timely and accurate preparation and dissemination of monthly board meeting packets.
• Serves as liaison and primary point of contact for the CEO and Board of Directors. Prepare and attend monthly Board of Directors meetings; Serves as recording secretary to the Board of Directors; Records and accurately transcribes minutes of Board meetings. Oversees record retention of monthly board meeting packet and related documents. Maintains board portal platform. Resolves discrepancies and handle complex problems as necessary. Prepares agendas and sends meeting notices as necessary. Organizes individual board committee meetings.
• Arranges all details in hosting various officer and/or member functions such as the annual membership meeting, annual strategic planning session and corporate event reservations; tracking expenses, coordinating catering, and organization of details.
• Assists with the organization of sponsorships and charitable giving. Obtains necessary approvals, monitors, tracks and processes payments as necessary for approved charitable donations.
• Coordinates, orders and maintains general office supplies for both buildings. Maintains relationships with outside businesses, equipment and supply vendors.
• Manages the inventory of promotional products including purchasing and organization.
• Greets guests and sets a positive office atmosphere.
• May be requested to work in different areas of the CU as needed.
• This position may have fluctuating hours per week depending upon Board schedule and in-person, virtual and off-site events.
• Maintains highest level of discretion and confidentiality in performance of duties
• Participates in special credit union events including employee appreciation and community outreach initiatives.
• Performs other duties and specialized or confidential administrative duties as assigned; Participates in special assignments and projects as requested by executive management.
• Works in conjunction with other departments within the Credit Union to support each other's needs and the needs of the Credit Union members and employees.
• Complies with Credit Union policies and procedures and pertinent banking regulations; completes annual regulatory compliance testing as assigned per the terms of internal policy and other internal and offsite training as necessary.
• Consistently represents the Credit Union in a professional manner through written and verbal communication, attitude, appearance, work area, and thorough knowledge of Credit Union products and services.

Physical Demands

The physical demands listed below are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made upon request to enable individuals with disabilities to perform the essential functions of the position. A full analysis of physical and mental demands is available upon request to the Human Resources Department.

• Seeing, speaking, hearing, sitting for extended periods of time, standing, walking, bending, climbing stairs, grasping, reaching, use of hands and fingers to grip, feel and type and lifting and/or moving up to 25 pounds, safely operate a motor vehicle. Specific vision abilities required include close & distance vision, depth perception, ability to adjust focus.  

Work Environment

The position is primarily located in an office environment. The noise level in the work environment is usually low to moderate.

EEO Statement

Greenwood Credit Union is an Equal Opportunity/Affirmative Action Employer and therefore provides equal employment and advancement opportunities to all employees and applicants for employment without regard to race, color, ethnicity, religion, gender, pregnancy/childbirth, age, national origin, sexual orientation, gender identity or expression, disability or perceived disability, genetic information, citizenship, veteran or military status, marital or domestic partner status, or any other category protected by federal, state and/or local laws.

Disclaimer

The information on this job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as an exhaustive inventory of all duties, responsibilities and qualifications required of employees assigned to this job. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.

Position Description Acknowledgement

I have received, reviewed and fully understand the duties and responsibilities assigned to me as an Engagement Officer. I understand that I am responsible for the satisfactory execution of the essential functions of my position described therein, under any and all conditions as described. Furthermore, I understand that the duties and responsibilities described herein are intended as guidelines and may change over time, as necessary. I also understand that, from time to time, I may be asked to perform duties and handle responsibilities that are not specifically addressed in my job description.

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Employee’s Signature Employee Name (print) Date

Acknowledgement of Review

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Supervisor’s Signature Name (print)

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Title Date

Requirements

Qualifications

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, skills, ability and/or physical demands required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Associate’s degree or equivalent required.

At least two years previous administrative experience, working with sensitive information of a confidential nature required. Experience with Board administrative support strongly preferred.

High degree of professionalism with positive and professional image and demeanor required.

Ability to attend Board meetings or events held after hours/flexibility with work hours required.

High proficiency with Microsoft Office products and internet-based applications required. Must be able to schedule and facilitate virtual meetings with Zoom or other comparable applications.

Flexible time schedule when needed required.

Previous experience handling sponsorship programs and charitable giving a plus.

Must be fluent in English, Bilingual a plus.

Must be adaptable to various competing demands and effectively prioritize work, delivering work within required deadlines.

Self-motivated with ability to work efficiently with minimal supervision.

Developed organizational and time management skills with attention to detail.

Strong business writing skills with exceptional verbal and written communication skills.

Able to maintain confidentiality and handle matters with high level of discretion.

Ability to work a minimum of twenty (20) hours per week.

Commitment to team environment, member and employee confidentiality and outstanding service.