Performs a variety of administrative duties for the assigned management staff including managing calendar, travel, review and preparation of correspondence, spreadsheets, agendas and meeting minutes, ordering supplies, placing service calls, and creating, updating and maintaining records in appropriate formats / programs. Assists internal and external members as needed. Performs all other duties as assigned. Implements and performs according to the established TDECU REAL standards.
Essential Duties and Responsibilities:
(To perform successfully in this position, an individual must be able to perform essential duties satisfactorily as well as possess education/experience, knowledge, skill, and ability as listed in representative fashion: reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position - this listing of essential duties is not all inclusive, but representative, other duties may be assigned.)
1. Member Services
Assists Credit Union members and prospective members, answers questions in person, over the phone, or via e-mail as well as directs members to appropriate department / personnel for specialized services.
2. Departmental Service
Retrieves, organizes, and disburses all departmental mail.
3. Organizational Support
Provides guidance and training to administrative peers when necessary to ensure the TDECU REAL standards are implemented on a consistent basis.
Purchases and distributes office supplies, business cards, and party pack items when requested.
4. Administrative Support
Schedules and maintains a calendar of appointments, senior meetings, and travel itineraries for the management team and staff.
Performs a variety of administrative duties for management such as checking e-mail, answering phone, scheduling meetings, reviewing mail, and any other relevant activities.
Administers programs, projects, and all other assigned processes as needed.
Supports management and other team leaders with services such as drafting department specific letters, spreadsheets, memos, reports, internal and external correspondence, manuals, statistical tables, records, and any other reports as needed.
Reads and routes incoming mail for management as well as locating and attaching appropriate file information to facilitate prompt resolution.
Provides support to the management staff with all clerical duties including report distribution, faxes, copies, and all other needed tasks.
Prepares and distributes monthly meeting minutes and agendas for management and other staff.
Arranges meeting logistics to include coordinating technology, catering, and ensuring facilities are arranged appropriately and kept clean during and after meetings and/or events.
Establishes confidential records and ensures that all management tickler files are maintained.
Updates and maintains various records, reports and files specific to department or function, as well as compiles and generates records.
Assists management with a variety of duties including ordering departmental supplies, placing service calls, and contacting Information Systems to resolve computer or telephone issues when needed.
Reviews departmental invoices and payroll information. Prepares them for submission, management review, and approval.
5. Community Relations
Actively participates in community relations activities and groups to represent the Credit Union.
(Education, Experience, Knowledge, Skills, and Abilities)
High School Diploma or equivalent experience.
One to two years experience performing administrative duties with emphasis on clerical and administrative experience.
3. Knowledge, Skills, and Abilities
Knowledge of administrative and clerical procedures and systems such as managing files and records.
Knowledge of relevant computer software including Microsoft Excel, Word, and Outlook.
General knowledge of work order system and accounting system such as Prologue is preferred.
Ability to communicate effectively both verbally and in writing.
Communicates effectively to members, sets expectation, and ensures issues are resolved in a timely manner.
Physical Demands and Work Environment:
(The physical demands and work environment characteristics described herein are representative of those that must be met by an employee to successfully perform essential functions of this position and/or may be encountered while performing essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)
While performing the essential duties of this position, an employee would frequently be required to stand, walk, and sit.
And employee must frequently lift and/or move up to 10 pounds and may occasionally lift and/or move up to 25 pounds to perform essential position functions.
Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus.
The noise level in the work environment is usually moderate.
Regular attendance is an essential function of this position. This means that the employee is required to report to work on time and must remain available to clients during scheduled hours.
This position requires that face-to-face interaction in person or by telephone and e-mail with customers, clients, and vendors.