What are the responsibilities and job description for the Administrative Specialist - Longview position at Texas Bank and Trust?
Job Summary:
Responsible for being the first point of contact for the Wealth Management Division by answering the telephone and greeting customers in a friendly, professional manner. Has direct daily contact with customers, beneficiaries, lawyers, accountants and other professionals as well as bank employees.
Provide secure, accurate, responsive, and courteous customer service to both internal and external customers at all times. Maintain strict confidentiality of customer and banking relationships.
Primary objective of this position is to be a trusted advisor to every internal and external customer. Inspires confidence and builds lasting relationships by consistently exhibiting each of the trusted advisor skills in order to help our customers identify and achieve their financial goals.
Essential Job Functions:
- Answers and directs telephone calls to appropriate personnel in a friendly, courteous, and professional manner, adhering to bank-wide practices.
- Greets and assists walk-in clients and customers.
- Responsible for master scheduling of the conference rooms for meeting and training purposes.
- Prepares PowerPoint presentation, material and minutes for the Wealth Management Executive Committee, Wealth Management Committee and other committees as assigned.
- Coordinates the Continuing Education Program for external professionals, overseeing the preparation, accommodations, and attendance.
- Provides clerical and administrative support to Executive, Compliance, and Personal Trust teams as requested.
- Prepare Department Visa Statement Reconciliation, ensuring completeness and accuracy.
- Plan and organize a variety of departmental celebrations and client appreciation activities, handling all administrative and logistical details to ensure seamless execution.
Other Functions:
- Provides coverage support to the administrative assistant pool during vacation and/or illness, etc. Assist with distributions, bill paying, fund transfers, addition of assets, opening and closing accounts and other maintenance.
- Collects all department expenses working with the Compliance Officer and Accounts Payable (AP) personnel, ensuring sign-off approval, and receipt by AP personnel.
- Circulates FedEx invoices for reimbursement from client accounts to the division GL account.
- Responsible for collecting documentation and maintaining records for (but not limited to): Officer’s “Quarterly Certification of Securities Transactions” reports; customer calls and Business Development activity; New & Closed accounts; publication subscriptions, renewals and cancellations; department maintenance work orders and follow-up; gather Longview Investment Policy Statements, audit and prepare for scanning; route to Investment Analyst; maintain updated departmental lists; other designated required documentation and/or recordkeeping as necessary.
- Prepares minutes (and other documentation) for scanning and audits upon completion.
- Other duties and projects as requested by their supervisor or other management representatives of the bank.
- Must comply with all bank policies and procedures that are job related and/or consistent with business necessity.
Job Requirements
Qualification Requirements:
- High school diploma or equivalent with 3-5 years secretarial/administrative experience in a banking environment with direct customer contact.
- Must be able to effectively perform secretarial, clerical, and administrative activity, all of which is confidential and may be complex in nature.
- Telephone skills require a professional and courteous manner when dealing with all types of customers and professionals.
- Should be capable of working with minimum supervision after adequate training.
- Must be able to perform the essential functions of the job with or without reasonable accommodation and without posing a direct threat to the health and safety of self or others.
General Physical Demands and Workplace Conditions:
- Must be able to exert up to 20 pounds of force occasionally, and up to 10 pounds of force frequently, and a negligible amount of force constantly to lift, carry, push or pull or otherwise move objects within the immediate workstation.
- Must be able to walk, sit, or stand frequently, up to 50% of the time.
- Must be able to tolerate encounters with coworkers and customers under the following conditions: atmospheric pollutants or allergens, including but not limited to fumes, odors, dusts, poor ventilation; changes in indoor/outdoor temperatures encountered in travel between buildings and branches.
- Other physical attributes required to successfully perform the essential functions above include finger agility, talking, and listening.
Job Reference: TSC00912