Administrative Asst & Board Secretary

Administrative Assistant & Board Secretary

DEPARTMENT: Administration

LOCATION: 302 Main Street Catskill, NY 12414

REPORTS TO: President and CEO  

SUPERVISES: None 

GRADE: 13

RANGE: $53,730 - $65,000 commensurate based on education and experience

FLSA: Non-Exempt/Exempt

POSITION SUMMARY:

The Administrative Assistant and Board Secretary provides administrative support to the President and CEO and serves as Secretary the Board of Directors. Use sound judgement and discretion in dealing with all Bank matter. Ensures the preliminary duties are completed before the Board meetings. Processes accounts payable for the Bank. This includes review and verification of all accounts payable for accuracy, electronic payment, check preparation and correspondence. 

EDUCATION & EXPERIENCE:

· Associates Degree Business Administration or Accounting Preferred

· Previous experience working with confidential and sensitive information

· Proficient in the use of all Microsoft Office programs

· Proficient in the use of laptop, iPad, and other electronic communication equipment

MAJOR DUTIES & RESPONSIBILITIES:

• Handle sensitive material with discretion and tact
• Processes e-correspondence, files, records meeting minutes, and performs other duties for executive management.
• Coordinates, implements and oversees large, in-person and electronic meetings and conferences. 
• Obtains additional information, as needed, to complete reports on sensitive or special executive management communications
• Coordinates business travel for President and CEO and Board
• Performs regular receptionist duties, as needed, including providing electronic and telephone support, screening visitors, and arranging the e-scheduling of meetings and appointments
• Processes all accounts payable
• Produces appropriate electronic payments and checks for distribution
• Maintains all accounts payable e-files
• Prepares 1099s annually
• Performs analysis and research of all open accounts payable questions
• Maintains files on W-9s for all vendors
• Other duties as assigned by executive management

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

COMPLIANCE STATEMENTS:

EQUAL OPPORTUNITY AND AFFIRMATIVE ACTION EMPLOYER

Bank of Greene County is a federal contractor and an equal opportunity and affirmative action employer that provides equal employment opportunity in all employment-related matters, including hiring, training, promotion, compensation, benefits, transfers and other personnel actions, without regard to race (including traits historically associated with race), color, national origin, age, religion, sex, sexual orientation, gender identity or expression, the status of being transgender, disability, genetic information, predisposition and carrier status, military or veteran status, marital and familial status, the status of being a victim of domestic violence, employee’s or a dependent’s reproductive health decision making (including, but not limited to, a decision to use or access a particular drug, device or medical service), known relationship or association with any member of a protected class, and any other characteristic protected by applicable law.

BANK SECRECY ACT (BSA)

Before assuming any duties, each employee will be trained in the proper filing and logging procedures for large currency transactions and the sale of monetary instruments.

Each employee will immediately report suspicious currency transactions or activity to their immediate supervisor or the BSA Officer.

All employees will become familiar with how their customers handle their accounts and will report any transactions that are not within the normal activities of the customer.

The employee will be trained in compliance with the BSA, USA PATRIOT ACT and associated laws and regulations under the Bank’s Compliance Program as it pertains to his or her job functions.  Employees are expected to meet all compliance requirements as stated within the Bank’s BSA/AML/CIP/OFAC Program.  Failure to meet these compliance standards may adversely affect performance appraisals and may result in disciplinary action up to and including termination.  Employee’s compliance violations may result in termination, individual fines, and possible imprisonment.