Administrative Assistant l-Internal Audit

Tower Federal Credit Union • Laurel, MD • 1d ago

Description

Tower is offering a $1000 Signing/Retaining bonus as of 1/20/2023.

Note: All full-time positions include the option of $0 out-of-pocket premium cost for Employee Only PPO AND exceptionally low premiums for all other PPO coverage levels.

HOURS FOR POSITION: 40 hour work week consisting of 8 hour days Monday through Friday. Hours will be adjusted for monthly Supervisory Committee meeting nights.

Hiring Range - $24.82/hr - $31.02/hr

Summary of Position

This position is responsible for providing professional administrative and project support to the Vice President/Director of Internal Audit and the Supervisory Committee, who reports to the Board of Directors. This position plays a key role in contributing to the overall efficiency and effectiveness of the Internal Audit Department by coordinating audit and exam meetings, scheduling and preparing materials for monthly Supervisory Committee meetings, and maintaining accurate records that support audit operations and regulatory compliance. In addition to administrative duties, the Administrative Assistant is responsible for tracking Supervisory Committee training and onboarding requirements, monitoring term limits, processing expense reports, and managing communications and follow-up actions between the committee and Senior Management. This role requires strong organizational skills, confidentiality, and proactive coordination across departments to ensure seamless audit governance and operational support.

Principal Accountabilities and Functions

Provides confidential administrative and technical support to the VP/Director of Internal Audit and the Supervisory Committee to ensure smooth daily operations.

Manage calendars and schedules meetings for the VP/Director of Internal Audit and Supervisory Committee, including room reservations, attendee notifications, agenda compilation, and meeting logistics (in-person and virtual).

Arranges travel and manages related logistics (airfare, hotel, registration, transportation) for the VP/Director and Supervisory Committee members and their spouses. Maintains accurate travel and expense records.

Coordinates logistics for audits and regulatory exams, including scheduling, room setup, material distribution, and virtual meeting support.

Reviews and processes expense reports for the department and committee, ensuring completeness and alignment with budget guidelines. Assists in preparing departmental budgets by tracking year-to-date expenses.

Supports coordination of annual and expulsion meetings by preparing scripts, setting up technology, and ensuring event readiness.

Supports special projects and departmental initiatives assigned by the VP/Director of Internal Audit.

Tracks onboarding, training, and term limits for Supervisory Committee members. Coordinates training enrollment and follows up on completion to ensure compliance with governance requirements.

Prepares and distributes meeting packets, records minutes, and follows up on post-meeting action items for both Internal Audit and Supervisory Committee meetings. Uses the organization's board management platform for committee materials and recordkeeping.

Maintains official records, including historical files, the Internal Audit Charter, Supervisory Committee Succession Plan, and relevant Board policies. Tracks policy changes and ensures version control.

Conducts research on credit union policies and Board decisions as requested by leadership.

Manages and updates audit-related intranet content and ensures organized electronic file storage for compliance documentation.

Maintains adequate office supply inventory within established budget constraints.

Required Qualifications

Associate's degree in a relevant field

Three to five years related credit union/banking or office experience supporting a departmental Vice President and/or Manager.

Or equivalent combination of education and experience

Knowledge, Skills and Abilities

Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines.

Excellent written and verbal communication skills, with experience drafting reports, correspondence, and procedure manuals.

Ability to work independently while maintaining a high level of confidentiality and professionalism.

Proficiency in Microsoft Office applications (Excel, Word, PowerPoint, Teams, and Access) with skills in spreadsheet creation, data management, file imports/exports, analysis, formatting, and graphing.

Ability to write clear, accurate business correspondence and reports for diverse audiences, and produce reports and business documents as needed.

Strong problem-solving and analytical skills.

Ability to manage multiple tasks efficiently and effectively.

Professional demeanor with excellent interpersonal skills for interacting with executives, supervisory committee members, and audit staff.

Ability to follow instructions, interpret policies, and ensure compliance with internal and external audit regulations.

Ability to work well under pressure and meet strict deadlines.

Strong attention to detail and accuracy in handling documentation and numerical data.

Experience scheduling meetings and maintaining records.

Familiarity with audit terminology, financial statements, and regulatory requirements is a plus.

Has knowledge of and adheres to credit union policies and procedures and all regulations related to the bank Secrecy Act, the USA Patriot Act and OFAC.

Working Conditions

Primarily an office environment with standard workstation equipment.

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