Administrative Assistant

Role

Under general supervision, but following established policies and procedures, provides administrative support to the Mortgage Department, including answering the telephones, filing, opening and processing mail, and assisting with mass direct mail marketing. Responds to questions and/or provides information upon request from customers.

Major Duties and Responsibilities

Answers incoming calls. Assists customers with inquiries concerning existing and potential accounts. Remains cognizant of and adheres to the company's policies and procedures, and regulations pertaining to the Bank Secrecy Act.

Assist in ordering services on a variety of files on a daily basis which includes appraisal, title work, flood certificates and county tax records.

Assist Loan Officers, Processors and Post-Closing with various tasks as needed.

Organizing and preparing marketing merchandise to be given out at promotional events.

Monitoring and ordering supplies as needed; keep the storage closet clean/organized. Responsible for filing away documentation that will be reviewed by loan processors.

Knowledge and Skills

Experience: Six months to two years of similar or related experience, including time spent in preparatory positions.

Education/Certifications/Licenses: A high school degree or GED is required.

Interpersonal Skills: Courtesy, tact and diplomacy are essential elements of the job. Work involved personal contact with others inside and/or outside the organization, generally regarding routine matters for purposes of giving and obtaining information. Must be a team player.

Other Skills: Must have computer skills including Excel. Must be pleasant on the phones with both customers and employees.

ADA Requirements

Physical Requirements: Perform primarily sedentary work with limited physical exertion and occasional lifting of up to 10 lbs. Must be capable of climbing / descending stairs in emergency situation. Must be able to operate routine office equipment including telephone, copier, facsimile, and calculator. Must be able to routinely perform work on computer for an average of 6-8 hours per day, when necessary. Must be able to work extended hours whenever required or requested by management. Must be capable of regular, reliable and timely attendance.

Working Conditions: Must be able to routinely perform work indoors in climate-controlled shared work area with minimal noise.

Mental and/or Emotional Requirements: Must be able to perform job functions independently or with limited supervision and work effectively either on own or as part of a team. Must be able to read and carry out various written instructions and follow oral instructions. Must be able to speak clearly and deliver information in a logical and understandable sequence. Must be able to perform basic financial calculations with extreme accuracy. Must be capable of dealing calmly and professionally with numerous different personalities from diverse cultures at various levels within and outside of the organization and demonstrate highest levels of customer service and discretion when dealing with the public. Must be able to perform responsibilities with composure under the stress of deadlines / requirements for extreme accuracy and quality and/or fast pace. Must be capable of exercising highest level of discretion on both internal and external confidential matters.