Facilities Administrative Assistant

Northwest Bank • Warren, PA • 6h ago

The Facilities Administrative Assistant is responsible to perform various administrative and clerical duties such as typing and / or distributing correspondence, memos and documentation, compiling data and information, producing and keeping meeting minutes, answering the telephone, taking messages and directing calls appropriately, dealing with visitors, collaborating with outside vendors, arranging meetings and keeping schedules, faxing and filing, and coordinating departmental records and files.

Essential Functions

Ensure compliance with third party vendors/service providers

Protect confidentiality and sensitivity of information

Support management team

Partner / cultivate relationships with other departments, and with outside agencies and coordinate activities

Administer service contracts and equipment maintenance

Research and investigate regulations as required

Coordinate payment of department bills

Communicate with management and Bank personnel

Update and organize files appropriately

Maximize technology tools available

Manage personal workload / workflow

Monitor and coordinate department calendars, and bills, payments, and partner with Account

Perform specialized, confidential secretarial work

Answer telephone and direct calls appropriately

Take messages and pass to relevant personnel

Open, stamp, sort, and distribute the mail

Deal with visitors as required in a professional manner

Type correspondence, meet minutes, contracts, and other documents and distribute as necessary

Support members of department

Resolve problems as appropriate

Organize and update project files

Back up Service Request Line

Schedule meets, seminars, and hotel and travel arrangements

Manage appointment calendars and vacation time (internal / external)

Partner with personnel from other companies

Process documents and manage files

Purchase and track department materials

Record and track department expenditures

Assist Management as needed, and create construction budgets

Facilitate department functions

Update database

Perform data entry for statistics and reports

Type various expense reports

Process all property taxes

Recommend improvements to procedures and administration systems

Ensure total document and data integrity

Attempt to exceed Bank expectations

Minimize department nonpayroll costs

Additional Essential Functions Essential Functions

Ensure compliance with Northwest's policies and procedures, and Federal/State regulations

Navigate Microsoft Office Software, computer applications, and software specific to the department in order to maximize technology tools and gain efficiency

Work as part of a team

Work with on-site equipment

Additional Responsibilities

Complete special project as assigned

Safety and Health for those without supervisory duties

Abide by the rules of the safety and loss prevention program

Perform work tasks in a safe manner

Report any and all injuries to supervisor

Know what to do in case of an emergency

QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Preferred Education

High School Diplomaor equivalent

Preferred Work Experience

2 - 6 years administrative/secretarial and department related business experience 2 - 6 years experience in customer service, recording data, creating reports

General Employee Knowledge, Skills, and Abilities

Ability to establish effective working relationships among team members and participate in solving problems and making decisions

Ability to present and express ideas and information clearly and concisely in a manner appropriate to the audience, whether oral or written

Ability to actively listen to what others are saying to achieve understanding, sharing information with others and facilitating the open exchange of ideas and information

Ability to establish courses of action for self to accomplish specific goals, develop and use tracking systems for monitoring own work progress, and effectively use resources such as time and information

Ability to make right decisions based on perceptive and analytical processes, practicing good judgment in gray areas

Additional Knowledge, Skills and Abilities

Excellent communication, interpersonal, and organizational skills Proficient in office related computer programs (MS Office/Power Point)

Northwest is an equal opportunity employer. We are committed to creating an inclusive environment for all employees.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

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