Administrative Assistant I

Washington Trust Bank Careers•Spokane, WA

26d•Onsite

About The Position

The Administrative Assistant provides secretarial and clerical support to the Credit Administration Operations Manager and team members, handling routine administrative duties to ensure efficient operations. Essential Functions Collect and compile statistical, financial data and other information for inclusion into special and periodic reports; revise schedules, reports, records, and other information as necessary. Collaborates and communicates with a broad range of contacts inside and outside the Bank, providing timely, relevant information and assistance. Answers department related questions and inquiries from employees within scope of responsibility, offering assistance and guidance that encourages a positive work environment. Provide information and assistance in person or on the telephone on a variety of department matters; answer routine requests for information in person or by enclosing materials or sending form letters. Arrange and schedule a variety of meetings and conferences; prepare agendas, take minutes of meetings; prepare and distribute copies of minutes as appropriate. Make reservations and travel arrangements; process a variety of travel and expense forms. Review and proof documents, records and forms for accuracy, completeness and conformance to applicable rules and regulations. Handles urgent and confidential matters, exercising maturity, discretion and trust to ensure resolution of problems in a timely, efficient manner. Prepare and type from rough drafts or dictation, letters, reports, memoranda or other correspondence of a confidential or sensitive nature as needed. Maintains overall knowledge of department personnel’s whereabouts and current projects; provides backup assistance as requested. Report information where judgment, knowledge and interpretation of policies may be necessary. Coordinate the duplication and distribution of a variety of materials; establish and maintain files, including confidential and sensitive files. Disseminate information and schedules to staff as necessary to assure effective coordination of department functions. Maintain records and generate reports; utilize word processing, spreadsheet, database and other software as required. Receive visitors, schedule appointments, screen visitors and phone calls and refer to appropriate staff members. Order and maintain office supplies; prepare and process purchase requisitions according to approved procedures; schedule maintenance and repair of equipment. Operate a variety of office machines and equipment including, computers, typewriters, facsimilie machines, copy machines, scanners, etc. Receive, open and distribute mail; identify and refer matters to the assigned manager and/or staff members in order of priority. Establish and maintain positive staff and public relations image. Perform other related duties as assigned. Perform compliance and risk management duties as required or assigned.

Requirements

Progressively responsible administrative support experience.
Superior time management and organizational skills; ability to coordinate own work and work of others to keep projects on task.
Ability to multi-task effectively, prioritizing multiple projects in a fast-paced environment while maintaining professional demeanor.
High degree of PC based technical skills, including proficiency with the Microsoft Suite of products.
Ability to maintain confidentiality of sensitive issues.
Strong interpersonal skills to maintain excellent relationships with management, staff, and team members, using diplomacy and tact effectively.
In the spirit of promoting a positive work environment within the department and throughout the Bank, incumbent should possess motivational behaviors to facilitate leading by example and performing as an accomplished role model and team player.
Outstanding written and verbal communication skills, including extensive knowledge of spelling, punctuation, and grammar.
Knowledge of internal operations and procedures for assigned department/division.

Responsibilities

Collect and compile statistical, financial data and other information for inclusion into special and periodic reports; revise schedules, reports, records, and other information as necessary.
Collaborates and communicates with a broad range of contacts inside and outside the Bank, providing timely, relevant information and assistance.
Answers department related questions and inquiries from employees within scope of responsibility, offering assistance and guidance that encourages a positive work environment.
Provide information and assistance in person or on the telephone on a variety of department matters; answer routine requests for information in person or by enclosing materials or sending form letters.
Arrange and schedule a variety of meetings and conferences; prepare agendas, take minutes of meetings; prepare and distribute copies of minutes as appropriate.
Make reservations and travel arrangements; process a variety of travel and expense forms.
Review and proof documents, records and forms for accuracy, completeness and conformance to applicable rules and regulations.
Handles urgent and confidential matters, exercising maturity, discretion and trust to ensure resolution of problems in a timely, efficient manner.
Prepare and type from rough drafts or dictation, letters, reports, memoranda or other correspondence of a confidential or sensitive nature as needed.
Maintains overall knowledge of department personnel’s whereabouts and current projects; provides backup assistance as requested.
Report information where judgment, knowledge and interpretation of policies may be necessary.
Coordinate the duplication and distribution of a variety of materials; establish and maintain files, including confidential and sensitive files.
Disseminate information and schedules to staff as necessary to assure effective coordination of department functions.
Maintain records and generate reports; utilize word processing, spreadsheet, database and other software as required.
Receive visitors, schedule appointments, screen visitors and phone calls and refer to appropriate staff members.
Order and maintain office supplies; prepare and process purchase requisitions according to approved procedures; schedule maintenance and repair of equipment.
Operate a variety of office machines and equipment including, computers, typewriters, facsimilie machines, copy machines, scanners, etc.
Receive, open and distribute mail; identify and refer matters to the assigned manager and/or staff members in order of priority.
Establish and maintain positive staff and public relations image.
Perform other related duties as assigned.
Perform compliance and risk management duties as required or assigned.