POSITION SUMMARY:
Under general supervision, perform a wide variety of skilled clerical and administrative support to multiple departments under Human Resources guidance. Subject matter is frequently confidential; requires knowledge of organizational policies and procedures, and considerable attention to detail and accuracy. Provide backup support to other HR functions when necessary. Conduct relationships and activities consistent with established Bank policies, procedures and systems, the corporate code of conduct, Bank Secrecy Act and all applicable State and Federal laws and regulations.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Coordinate and perform a range of support activities for Human Resources in an accurate and timely manner. Report any exceptions promptly and prior to distribution.
Provide administrative/secretarial support under Human Resources guidance that will include multiple departments such as answering telephones, taking messages, file management, scheduling appointments and meetings, assisting with meeting preparation, assisting visitors, and resolving and/or referring a range of administrative problems and inquiries.
Respond to telephone and in-person inquiries from applicants, employees, officers and the general public regarding questions concerning employment opportunities, employment processes and procedures. Assist hiring managers with questions related to the automated applicant tracking system.
Create job postings and submit for approval for vacant positions and ensure that postings are completed in accordance with departmental policies.
Pre-screen candidates and set up interviews. Ensure selection process is executed within recruitment standards and guidelines. Execute recruitment strategies to achieve desired staffing levels in a timely, efficient and effective manner. Document and maintain records on recruiting activities in compliance with AAP standards and bank guidelines. Send offered applicants for background screening and submit references on third party vendor's website.
Operate personal computer to compose and edit correspondence, reports and/or memoranda from verbal direction, or from knowledge of established department/division policies; prepare, type, edit, and distribute agendas and/or minutes of meetings.
Prepare or assist with the preparation of scheduled and/or ad hoc statistical and narrative reports; perform basic information gathering and analysis and/or forecasting, as specifically directed, and in accordance with pre-established procedures.
Respond to internal and external inquiries regarding the status of reports and correspondence in process and other banking-related questions.
Remain alert for and report potential business opportunities.
Provide accurate product information and actively identify cross-sell opportunities; make appropriate business referrals to other departments.
Establish, implement and maintain methods and procedures to assure all assignments and duties are processed correctly and timely. Maintain a comprehensive procedures manual on all job responsibilities.
Consistently demonstrate proficiency in providing exemplary customer service in person and by telephone. Maintain a friendly, positive, and professional attitude. Resolve difficult situations with tact and diplomacy.
Operate a variety of office administration equipment such as PC, copy machine, calculator, printer, etc. Utilize computer software applications such as word processing, spreadsheet, Outlook, and Internet.
Advise HR Director of problems with procedures, policies, improper calculations, deadlines, and other problems.
Handle routine administrative details for the floor including various requisitions and service calls on equipment.
Maintain neat and orderly work area and ensure that all confidential records are secured and/or disposed of properly.
Complete or attend all required training.
ADDITIONAL DUTIES AND RESPONSIBILITIES:
Assist others in multiple departments as needed and/or directed. May be assigned other duties and responsibilities. May be assigned work or training at other assigned locations.
Requirements:
High school education or equivalent. Some experience in general office work or as an Administrative Assistant is preferred.
Knowledge of modern office practices and procedures; accurate grammar, spelling, punctuation and standard English usage; business correspondence formats, recordkeeping and filing methods and basic math calculations. PC skills required. Knowledge of Microsoft Word, Excel and Outlook preferred. ADP/Recruitment Management preferred.
Ability to sort, cross-index, and file correspondence, reports, records and other materials according to alphabetical or other acceptable organization methods.
Must possess good judgment and organization skills, the ability to prioritize, and handle confidential information.
Ability to deal effectively and courteously with a large number of associates and members of the general public.
Ability to read, write, and speak English. Effective oral and written communication skills.
Ability to interpret and follow a variety of instructions furnished in written, oral, diagram, or schedule form and complete assignments without detailed directions.
Ability to independently plan, prioritize, organize and complete work in an efficient manner. Ability to work quickly and accurately. Attention to detail required.
Willingness to assume additional responsibilities/duties/projects as they arise.
Ability to maintain regular and punctual attendance.
Ability to operate office equipment including computers, calculators/adding machines, telephones, voicemail, and copy machine/printer.
Ability to drive a vehicle. Must maintain a current, valid driver's license and an acceptable driving record for bank insurance purposes.
PHYSICAL AND SENSORY DEMANDS:
Regularly required to sit; stand; walk; talk; see and hear. Regularly required to use hands to finger, handle, or feel objects, tools, or controls and reach with hands and arms. Occasionally required to stoop, kneel, or crouch. Occasionally required to drive. Frequently lift and/or move up to 20 pounds. Specific vision abilities include close vision.