Administrative Assistant/Office Manager

$35,360 - $37,440/Yr

Unclassified - Sioux Falls, SD

Part-time - Entry Level

Sioux Falls, SD

About the position

The Administrative Specialist provides essential administrative support to ensure the efficient operation of the office, primarily assisting the President/CEO and the Audit Department. This role encompasses a variety of tasks aimed at maintaining smooth office operations and enhancing productivity. The Administrative Specialist is responsible for delivering exceptional customer service, which includes promptly answering calls, scheduling meetings, and addressing various customer service inquiries as needed. The position requires managing and evaluating incoming and outgoing correspondence, conducting research, and responding to questions while ensuring that all communications are routed appropriately. In addition to communication management, the Administrative Specialist is tasked with composing and preparing emails, correspondence, reports, PowerPoint presentations, and other documents as directed by the President/CEO or Audit team. Maintaining confidentiality is paramount in this role. The specialist will also sort and distribute incoming mail and shipments, prepare outgoing mail, and manage files and records efficiently. Another critical aspect of this position involves maintaining supplies inventory by checking stock levels, anticipating needed supplies, and placing orders. The Administrative Specialist ensures the operation of office equipment by completing preventive maintenance requirements, calling for repairs, and evaluating new equipment as necessary. Coordination of meetings, trade shows, or events is also part of the job, which includes issuing information or invitations, preparing agendas, and transcribing meeting minutes when required. Travel arrangements for the President/CEO and other staff members are to be made, including booking flights, rental cars, and hotel reservations. The specialist will also be responsible for reviewing and reconciling corporate card statements to ensure all receipts match expenses incurred. Additionally, the role involves assisting with client and regulatory audit requests, performing basic research and analysis, and maintaining departmental logs, procedures, and files as directed by the President/CEO. Overall, the Administrative Specialist plays a vital role in supporting the CEO/President with various projects and day-to-day operations, ensuring that the office runs smoothly and efficiently.

Responsibilities

• Provide exceptional customer service by promptly answering calls, scheduling meetings, and assisting with various customer service items as needed.
• Manage and evaluate incoming and outgoing correspondence, research and respond to questions, provide back-up information where required and route accordingly.
• Compose and prepare emails, correspondence, reports, PowerPoint presentations, and other documents as directed by the President/CEO or Audit team while maintaining a high level of confidentiality.
• Sort and distribute incoming mail and shipments to appropriate parties and prepare outgoing mail.
• Make copies of correspondence or other printed materials for distribution.
• Manage files/records.
• Research and obtain vendor quotes.
• Maintain supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing, and expediting orders for supplies.
• Ensure operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories, and evaluating new equipment.
• Coordinate meetings, trade shows, or events by issuing information or invitations, preparing agendas, and related items, and transcribing minutes of meetings when necessary.
• Make detailed travel arrangements for the President/CEO and other staff such as booking flights, rental cars, and hotel reservations as directed by the President/CEO.
• Complete travel expense requests.
• Review and reconcile corporate card statements for the President/CEO to ensure all receipts match expenses incurred.
• Research and compile data from core software and other avenues as requested by the President/CEO.
• Assist with client and regulatory audit requests, including gathering supporting documentation.
• Perform basic research, analysis, and summarization of compliance issues as directed by President/CEO.
• Assist with coordination of departmental projects, as assigned by President/CEO, including ongoing status reports to Senior Management.
• Assist with the review of random sampling of loans files including but not limited to: loan rates, loan documentation, data integrity, and requesting documentation.
• Maintain and update departmental logs, procedures, and files as directed by President/CEO.
• Assist the CEO/President with projects and day-to-day operations.

Requirements

• High School diploma or equivalent education required.
• 3 years of administrative assistant experience.
• Knowledge of appropriate software including Microsoft Word, Excel, Outlook, Microsoft PowerPoint, and Adobe Acrobat.
• Must be able to pass a background and credit check.

Nice-to-haves

• Excellent oral and written communication skills
• High attention to detail
• Microsoft Office Skills
• Organization
• Analyzing Information
• Professionalism
• Problem Solving
• Supply Management/Inventory Control
• Self-motivated with the ability to prioritize and manage deadlines.

Benefits

• 401(k)
• 401(k) matching
• Flexible schedule
• Paid time off