ASSISTANT OFFICE MANAGER

Job Description

Job Description

General Purpose of the Position

The Assistant Office Manager is responsible for assisting the Office Manager in developing a highly effective team and developing each team member to their highest potential through coaching and leadership. This position is responsible for providing training and coaching to team members to ensure a high quality of customer service to both internal and external customers. 

The Assistant Office Manager manages team members’ interactions and transactions conducted in person, by telephone, mail, and email. Working with the Office Manager to coordinate the daily workflow of the office by scheduling employees and assigning job duties are essential requirements of this position.

Other duties involve performing tasks requiring more knowledge and expertise, handling difficult situations exceeding the scope of the Tellers and Customer Service Representative, processing teller transactions, monitoring and maintaining office cash management, and processing of new relationships and accounts. 

Responsibilities

Management Responsibilities

• Develops a culture within the office in which quality and continuous improvement on all performance accountabilities are understood and utilized by all employees.
• Foster an atmosphere of collaboration across departmental areas to encourage teamwork in order to promote referral opportunities between internal business partners. 
• Proactively identifies process and procedural efficiencies to enable an exceptional account experience. Identifies questionable actions, operational inefficiencies and collaborates with staff to resolve or improve them.
• Identify and recommend needed revisions of department policies and procedures. 
• Assist with the management of policies, standards, practices and security measures for all department functions to ensure effective and consistent department operations.
• Assist with the management of branch personnel including training, mentoring and developing skills; monitoring, evlaluating and coaching performance; and staffing, scheduling, proritizing and delegating work assignments.
• Assist in the supervision of day to day operational functions of the office including, but not limited to, reconcilement of cash; oversight of teller operations and customer service duties and assist with customer transactions and inquiries.
• Maintain regular communication with Office Manager and share relevant information. 
• Share recommendations for the development of goals, objectives, and strategies for the office.
• Educate and train employees on all products and services offered. 
• Assist with coordinating and facilitating regular employee meetings to discuss goals, disseminate information and discuss operational issues. 
• Perform and review tasks requiring supervisor level approvals. 
• Professionally and actively promote a positve image of the Bank in the community.
• Develop and maintain effective business relationships with customers and employees. 
• Greet customers, direct them to the appropriate area of the office and ensuring customer needs are met.
• Manage difficult situations with customers and provide them with a resolution, information or additional options.
• Develop and grow business and consumer relationships through proactive efforts.
• Any other duties as needed to drive to our Vision, fulfill our Mission, and abide by the Values of this organization.

Risk Management

• Monitor cash operations and prepare/review cash reconcilement to ensure assets are secure and within policy limits.
• Ensure adherence to internal controls, policies, procedures and regulations.
• Reviewing and maintaining all pertinent manual reports and logs stored in the office Audit Binder.
• Ensure that all security procedures are strictly followed, branch is operationally sound and satisfactory audits are achieved.
• Ensure employees have working knowledge and understanding of emergency guidelines.
• Maintain the highest level of confidentiality with all customer information obtained.

Qualifications 

• High school diploma or GED equivalent preferred and 1-3 years’ experience in a financial services capacity. 
• Ability to problem solve within established policies and procedures, with an understanding of relevant state and federal regulations and laws, including especially the Bank Secrecy Act requirements including: Currency Transaction Reports and monitoring and reporting as appropriate any suspected suspicious activity. 
• Knowledge of BSA and other relevant compliance regulations
• Excellent customer service skills, attentiveness, information retention, tact and diplomacy in dealing with both customers and employees.
• Ability to recognize cues for sales opportunities and identify unexpressed customer needs.
• Strong organizational and communication skills.

ADA Requirements

This job operates in an office and/or banking services environment. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• This role routinely uses standard office equipment such as computers, telephones, photocopiers, filing cabinets and fax machines. 
• This is largely a sedentary role; however, some filing is required; this would require the ability to lift files, open filing cabinets and bend or stand as necessary.
• This position requires frequent verbal and written communication skills
• This position requires basic math skills to calculate change (money), formulas, commissions, discounts, etc. 
• Must be able to lift up to 20 pounds. 

Disclaimer 

This job description is not a contract -- management reserves the right to change its contents at any time. Jefferson Security Bank complies with the guidelines set forth in the Americans with Disabilities Act of 1990 and as amended and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, marital status or family responsibility, genetic information, national origin, age, veteran status, mental or physical disability or any other characteristic protected by law. Jefferson Security Bank is an Equal Opportunity Employer.

 

Benefits

Medical, Dental and Vision Insurance, Short-Term Disability, Long-Term Disability, Life Insurance, 401(k) Plan, Vacation, Sick and Personal Time Off, Paid Federal Holidays, Learning and Development Program and other optional insurance packages.