Administrative Assistant- Westchester

Purpose:

?  Provide administrative and clerical support for managers, including handling specialized functions of the department.

 

 

Key Results Areas:

?  Effective administration of department activities

?  Maintenance of department records, files and confidential materials

 

Supervised by:

?  Senior Vice President, Investment Management

?  Vice President, Shareholder Relations

 

Principal Responsibilities:

 

Overall Responsibilities:

? Serve and satisfy the Bank and Holding Corp customers and shareholders

? Provide clerical and administrative services, some of which are confidential in nature for 2 vice presidents

? Screen (prioritize/sort) incoming mail and calls

? Establish and maintain files and records

?  Assume responsibility for flow of work (including reminders/bring forwards for VPs)

?  Provide back up and support for Shareholder Relations Administrator

?  Prepare routine correspondence

?  Assume responsibility for flow of work and assist other Administrative Assistants on the 2nd floor as needed.

 

Investment Responsibilities:

?  Responsible for preparing and maintaining paperwork related to departmental activities, including committee reports and department reconciliations

?  Obtain daily competitive rates form correspondent banks, put in to worksheet and forward to Bank Personnel

?  Review municipal account for proper collateral requirements on a daily basis. Transfer collateral to meet requirements if necessary.

?  On a weekly basis, obtain information for Loan Committee Book, input into worksheet

?  On a monthly basis responsible for coordinating and preparing Investment Committee materials.

?  Prepare monthly collateral report

?  Prepare weekly deposit interest rates notices

 

Shareholder Relations Responsibilities:

?  Follow up on data and maintain various departmental databases which include Board and Committee attendance and Shareholder address

?  Maintain Stock Restriction Agreement physical and data files

?  Process Shareholder correspondence (copy required documents, put together mailing and filing package and arrange for certified mail delivery)

?  Process and maintain permanent stock certificate files including the NY State transfer tax

?  Prepare deposit and make bank deposits with regard to stock purchases and sales

?  Prepare and forward routine distribution of submitted SEC insider filings to individual insiders and maintain physical files of filings

 

 

General Skills and Abilities

?  Excellent written and verbal communication skills

?  Good organizational and planning skills

?  Flexibility and adaptability

?  Demonstrate a willingness to learn and apply new skills

?  Computer Skills:

?  Word Processing (Word) - Intermediate to Advanced (Merge; Tables etc.)

?  Spreadsheet and Database (Excel) - Intermediate to Advanced

?  Presentation (PowerPoint)

?  E-mail & Organizer (Outlook) 

?  Computer literate - able to learn department specific or proprietary systems

 

Experience:

?  3-5 years? experience, the majority in an administrative capacity, or some comparable combination of education and experience.

 

Education:

?  High School leaving or Associate degree or comparable combination of education and experience