Administrative Assistant Ii Jobs

Job Summary

The Administrative Assistant II performs a wide variety of administrative and clerical duties in support of the corporate staff. Work requires that employee use judgment and creativity in organizing and managing the work flow and assuring that all deadlines are met and administrative activities are coordinated. Duties include a high level of external and internal public contact and monitoring of electronic filing systems. Confidentiality is involved, and sensitive situations may be handled. This position is located in the Jackson, MS corporate office.

Primary And Essential Functions

• Maintain documents/records (e.g., property rendition/assessments, property taxes invoices) for Facilities Department
• Retrieve invoices from electronic mail address for assignment and processing of check requests in a timely manner
• Provide administrative support to senior vice presidents (e.g., preparation of correspondences, presentations, expense reports preparation) as requested
• Assist in uploading required documentation (i.e., contracts, financial statements, W-9) from vendors within the Vendor Management system in Conetrix/Tandem
• Provide excellent customer service to internal and external customers
• Liaise with managers in acquiring new and existing vendor due diligence documentation, as required
• Make travel reservations for staff as requested
• Support Strengthening HOPE Initiative that values an organizational culture for open communication, innovation, associate engagement and other traits that contribute to collaboration and high performance.
• Prepare property rendition/assessments for submission to county tax assessors, as directed by VP of Facilities and Security

Secondary Functions

• Gather a variety of information, utilizing knowledge of various computer programs and internet procedures for research assignments
• Assist with assorted mail projects
• Assist in planning and preparation of meetings, including staff meetings and special events
• Perform general administrative duties such as attending meetings, report production, etc.
• Perform related duties as required
• Compose, draft, edit and screen correspondence, memorandums, letters and other materials as directed

Regulatory Compliance Requirements

• Must comply with all provisions of the Right to Financial Privacy Act
• Must comply with all provisions of the Privacy of Consumer Financial Information regulations
• Must comply with provisions of the Bank Secrecy Act (BSA)

Accountability for Business Results

• Support expense reduction & efficiency of operations

Specified Authority Level

• Authority to order basic office and branch/location supplies (e.g., coffee, cups, plates, etc.) as requested by managers

Competencies/Skills

• Ability to speak effectively before groups of customers and employees of the organization.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Proficiency with Microsoft Word, Excel, PowerPoint, and Outlook.
• Ability to read and interpret documents, write routine reports and correspondence.
• Good customer service skills
• Ability to compute rate, ratio, percent, and interpret data.
• Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions.
• Ability to deal with problems involving a few concrete variables in standardized situations.

Desired Qualifications

• Four or more years of administrative/secretarial experience
• Must have experience in vendor relations
• High school diploma, associate’s degree preferred
• Must have experience with MS Word and Excel. MS Outlook and PowerPoint a plus.
• Must have experience in handling invoices and processing check requests

Physical Demands

• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Employee must regularly lift and/or move up to 10 pounds and frequently lift and/or move up to 25 pounds
• Employee is regularly required to sit, stand and walk
• Employee will use hands to finger, handle or feel, reach with hands and arms, and talk or hear

Work Environment

• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Employee spends the majority of time in office environment, generally accessible to the public, customers, and potential customers
• Noise level in the work environment is usually moderate