Administrative Assistant- Temporary Position

POSITION TITLE: Administrative Assistant

DEPARTMENT: Executive

POSITION FUNCTION

Provides crucial support for smooth operations, handling secretarial tasks, managing executive schedules including senior management, CEO and the Board of Directors. Coordinating meetings/travel, preparing documents (memos, reports, minutes), managing mail, maintaining confidential files, and assisting with specific credit union functions, requiring strong organization, communication, and discretion. 

ESSENTIAL FUNCTIONS:

1. Research, plan and make reservations for Directors and Management for conferences, seminars, and meetings, as well as related events and travel arrangements, if necessary.
2. Plan and reserve Credit Union functions and assist in preparations for the Annual Meeting.
3. Maintain confidentiality on all credit union matters, due to exposure to sensitive materials.
4. Type, mail, and keep files of Directors, Management, and Chief Executive Officer memos, as requested.
5. Type, mail and fax letters and correspondence for Senior Management, as needed.
6. Type contracts and policies on an as needed basis.
7. Type, copy, deliver, and file monthly and special Director meeting minutes.
8. Copy and distribute all Director correspondence.
9. Assist in the preparation of the monthly board package for meeting, which includes:
10. E-Mailing meeting notice
11. Assist with management reports and upload to Board Portal
12. Prepare asset/liability committee agenda
13. Prepare new member activity report
14. Prepare list and files of correspondence for Clerk of the Board
15. Prepare list of contributions 
16. Attend meetings, take and produce minutes for Investment Committee, Audit Committee ,Asset/Liability committee, and other committees on an as needed basis, and maintain files of minutes.
17. Assists with sorting and delivering daily mail as assigned.
18. Maintain an accurate inventory log and coordination of all supply ordering and branch distribution.
19. Prepare and file NCUA annual report of officials.
20. Coordinates the Credit Union’s scholarship program. 
21. Performs additional duties as assigned.

ADDITIONAL RESPONSIBILITIES

• Works within procedural limits of position.
• Performs related duties as required or assigned.
• Maintains own job knowledge and skills level needed to meet the requirements of the position.
• Continues to acquire the necessary education to maintain knowledge of federal and state rules and regulations to ensure compliance.
• Ensures credit union confidentiality.

PHYSICAL DEMANDS:

1. Hand dexterity required to operate computer terminal and/or related equipment.
2. Eye coordination required to operate computer/teller terminal.
3. Sitting at desk or computer workstation for periods of time.
4. Travels to Credit Union facilities/locations as required.
5. Lifts books, ledgers, records, etc.
6. Moves around credit union between levels or floors while performing duties.
7. Bending and stretching in work area and vault area.

This position description covers the more prominent duties performed, and is not limited to other work duties that may be assigned.