Summary:
Under general supervision, but in accordance with established policies and procedures, is responsible for providing personal secretarial, clerical, and support functions for the President & CEO’s administrative and lending functions; such as preparing correspondence in final form, maintaining files and records, and conducting projects and assignments. Will provide these same types of services for 1870 Holdings, Inc. in a backup capacity. Must have a thorough knowledge of the supervisor’s area of responsibility in order to gather data and prepare special reports, minutes, special projects; provide information in their absence, etc. Employee is responsible for producing high-quality services that are accurate, complete, in proper format, and fulfill the intended purpose in order to present a positive image of the bank and the holding company. Is assigned as a personal assistant to the Bank President and the Board of Directors for the bank and the holding company. This position requires complete confidentiality regarding all bank and holding company documents, records, and personnel matters.
Position Expectations
- A high level of interpersonal skills is necessary to represent the bank in a positive fashion in dealing with customers and potential business clients. Exhibits a constant effort to serve our customer and employees needs accurate and efficiently. Must be able to relate to and emphasize with other people and to maintain a friendly, cheerful and courteous demeanor throughout the day.
- Good oral and written communication skills. Must ensure that written correspondence conveys the intended meaning.
- Thorough knowledge of all types of bank operations in order to make decisions consistent with bank and holding company policies and procedures.
- The ability to keep bank and holding company matters confidential even during times of conflict.
- A thorough knowledge of bank products and services.
- Be able to prepare of variety of administrative reports and minutes. Gathers data and information from a variety of sources such as regulatory manuals and computer printouts. Does research as needed. Makes complex calculations to verify data accuracy and relevance; and organizes and drafts reports to ensure the meaningful display of information. Ensures that reports fulfill the intended purpose.
- Must be able to maintain and revise filing and recordkeeping systems. Classifies, sorts, and files correspondence, articles, records, and other documents.
- Greets and screens personal visitors, customers, salespeople, etc. Exercises tact, judgment, initiative, and extensive knowledge of supervisor’s function in order to determine if people’s needs may be handled by subordinates or other staff members.
- Makes appointments for supervisor and enters them in his/their calendar.
- Explains supervisor’s requirements or instructions regarding appointments.
- Maintains supervisor’s calendar and reminds supervisor of scheduled appointments and meetings. Assembles documents, reports and information as required to prepare for meetings. Ensures that participants are informed of meeting dates and times and have the necessary information and documents for the meeting.
- Must be able to transcribe meeting minutes accurately and efficiently.
- Must be able to prepare directors payroll for the bank and the holding company and stockholders’ dividends.
- Must be able to schedule business trips and travel accommodations for President, Executive Officers, and board of directors of the bank and holding company.
- Any other related duties that may be deemed necessary by the supervisors.
- The ability to keep bank and holding company matters confidential even during times of conflict.
- Prepares, organizes and mails packets to Directors for Board, ALCO, Director Loan Committee and 1870 Holdings Board meetings.
- Serves as Midwest Bank Board Recording Secretary and as a backup to Board Recording Secretary for 1870 Holdings.
- Must know or have the ability to learn QuickBooks.
- Serve in a backup role for Shareholder Relations. Including maintaining Shareholder records, preparing financial documents, maintaining website/shareholder porta and paying 1870 Holdings invoices.
- Conduct all duties in compliance with applicable laws, regulations, and Bank policies and procedures.
Required Education and Experience
- High school diploma or G.E.D.
- Five years of increasingly responsible experience in banking in order to develop the necessary skills to provide assistance for administrative type duties, exercise good judgment and work independently in the supervisor’s absence.
- A thorough knowledge of bank operations to assist various officers and staff members.
Additional Competencies
People Skills
- Customer Focus
- Managing Performance
- Interpersonal Communication
Computer Skills
- Fluent in Microsoft Officer (Word/Excel/PowerPoint/Teams)
- Ability to learn and adapt to new technology and/or software applications
Business Skills
- Quality Driven
- Sound Judgement
Self-Management Skills
- Personal Integrity & Ethics
- Self-Starter
Well-Organized
Required Abilities
We are proud to be an ADA employer. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties of the position.
- Ability to type and file documents proficiently
- Ability to operate office equipment of varying heights, sizes and positions by reaching, handling, fingering, bending, stooping, kneeling and feeling
- Ability to obtain documents, files, and supplies of varying sizes, heights and weights by reaching, handling, stretching, lifting, bending, climbing, stooping, kneeling and feeling
- Ability to effectively exchange information in a verbal, visual and written fashion
- Ability to apply common sense understanding in order to problem solve by analyzing, observing, and prioritizing. Reads material and identifies relevant details; judges accuracy and appropriateness
- Ability to lift and carry a weight of up to 20 pounds for a short period of time.
- Ability to sit for long periods of time.
- Ability to effectively interact with others, including but not limited to internal and/or external customers, members of management, and vendors.
- Ability to work a regular, predictable schedule.
