Administrative Assistant

Position Description

Title:                           Administrative Assistant

Department:              Commercial Loan Support

Reports to:                 Commercial Loan Support Officer

Supervises:                 None

Classification:            Non-Exempt

Date Prepared:          May 28, 2026

Summary / Objective

The Administrative Assistant is responsible for providing administrative support to the Commercial Loan Support Officer, Commercial Loan Assistants, Commercial Loan Associate, and Loan Officers in support of their respective roles and responsibilities. The Administrative Assistant will perform other tasks/projects as requested and assist other teams as needed. This incumbent will be responsible for greeting customers and managing the reception area.

Experience & Education Requirements:

• High School diploma or equivalent experience in an office environment, retail or commercial lending
• Knowledge of office management systems and procedures
• Proven organizational, communication and computer skills
• Proficient in MS Office and proven administrative experience

Essential Job Functions:

• Manage reception area and look after visitors.  May answer general questions related to the bank.
• Coordinate the construction advance process ensuring it follows the loan policy.
• Responsible to add necessary documentation to the construction advance application in accordance with procedures,
• Prepare weekly, monthly and ad hoc department reports as needed.
• Arrange meetings by scheduling appropriate meeting times, booking rooms, and planning refreshments
• Draft, format, and print relevant documents
• Maintain stock lists and orders office supplies as needed
• File credit and legal documentation into imaging system
• Interact with commercial loan staff and carry out their requests
• Create agendas and take meeting notes
• Assist in purchase orders and invoicing, including weekly accounts payable
• Manage incoming and outgoing post and records data on special deliveries
• Photocopy and file appropriate documents as needed
• Prepare, review, analyze and distribute various internal reports
• Process loan payments, advances and general ledger entries
• Prepare and maintain department statistics using Excel
• Participate in departmental training and keep informed of Bank policy and procedure changes

Required knowledge, skills & abilities:

• Excellent interpersonal, communication and computer skills including MS Word and Excel
• Attention to detail, ability to multi-task and proven organizational skills
• Ability to apply critical thinking and problem-solving skills
• Ability to adapt to changing demands and requirements
• Ability to effectively communicate via phone and email
• Compliance with BSA regulations as appropriate to the position

Physical Demands and Work Environment:

• Ability to use standard equipment such as computers, phones, and photocopiers
• Requires manual dexterity and sitting for longer periods of time
• Must be able to work schedules that meet the needs of the Bank

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Other Duties

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. It is expected that from time-to-time other duties, both related and unrelated to the above, may be assigned and therefore required.

Salary : $46,965 - $71,404