Administrative Assistant

Position purpose - Responsibilities/Duties/Functions/Tasks

The purpose of this position is to provide administrative support to a Department and/or Manager. Duties include general clerical, reception, and project based work. The administrative assistant is to maintain a professional company image while interacting with clients and visitors in person and by phone.

          Answers telephones and transfers calls to appropriate staff member

·         Meets and greets clients and visitors

·         Creates and modifies documents using Microsoft Office

·         Performs general clerical duties including but not limited to photocopying, faxing, mailing, and filing

·         Maintains hard copy and electronic filing system

·         Signs for and distributes UPS/Fed Ex/Airborne packages

·         Coordinates and maintains records for staff office space, phones, parking, company credit cards and office keys

·         Coordinates meetings and conferences

·         Maintains and distributes staff weekly schedules

·         Supports staff in assigned project based work

·         Maintains supplies/inventory, determines inventory levels, orders needed supplies, and verifies receipt of ordered supplies

·         Completes operational requirements by scheduling and assigning administrative projects and expediting work results

Qualifications

·         Basic reading, writing, and arithmetic skills required

·         Strong attention to detail

·         Strong communication skills, both written and oral

·         Ability to effectively and professionally handle difficult situations that may arise when working with branches/divisions

·         Ability to multi-task

·         Knowledge of Microsoft Excel and Microsoft Word

·         Familiarity with Accounting terms and procedures (e.g. debits, credits, General Ledgers, etc.)

Preferences

·         Knowledge of Microsoft Office and telephone protocol

·         Professional verbal and written communication skills

·         The ability to type 50 wpm.

·         The ability to control inventory and manage supplies

·         Reporting skills, administrative writing skills, Microsoft Office skills, knowledge of management processes, organization skills, ability to analyze information and solve problems

Company Conformance Statement

In the performance of assigned tasks and duties all employees are expected to conform to the following:

§  Review and adhere to policies and guidelines contained within the Employee Handbook, including privacy and information security guidelines.

§  Act within delegated authorities and adheres to applicable policy and procedures associated with such authorities.

§  Contribute to establishing a respectful workplace where diversity is critical to innovation and growth.

§  Ensure every action and decision is aligned with PRMI values.

§  Partner with your management team to understand performance expectations and measurements. Effectively utilize feedback and coaching opportunities while seeking to learn and develop within your role at PRMI.

§  Realize team synergies through networking and partnerships across PRMI.

§  Embrace change; act as advocate and role model, promoting an approach of continuous improvement.

§  Maintain a high standard of customer care while actively listening to customers in an effort to understand their views and needs.  Take ownership of problems and issues, taking into consideration the breadth of PRMI competencies in providing solutions.

§  Work independently while understanding the necessity for communicating and coordinating work efforts with other employees and organizations.

§  Work effectively as a team contributor on all assignments.

§  Perform quality work within deadlines.

§  Respect client and employee privacy.

Work Requirements

Each employee must be able to communicate clearly and effectively, utilize a computer, maintain a work schedule, and effectively perform in an office setting.  Employment with PRMI requires compliance with and adherence to all applicable mortgage and fair lending laws and regulations as well as PRMI policies. The ability to work extended hours may be required.

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.