Administrative Assistant/Receptionist

POSITION OVERVIEW:

This position performs primarily Administrative Assistant responsibilities, including organizing, scheduling, coordinating, researching, compiling and analyzing information for the Company and/or specific Departments.  The incumbent assists the management team and department heads in implementing department activities and internal communications.  Works closely with all client facing employees and other employees, customers and/or vendors to assist with exchange of information and requests.  This position is considered entry level where the incumbent performs basic and routine duties of administrative support.

 

KEY RESPONSIBILITIES:

• Performs administrative support duties of a routine or moderate level of difficulty to include the following:
  • Utilizes all systems such as Salesforce, Schwab, and Tamarac to maintain and manage client information
  • Answers main line phones
  • Provides administrative support to client-facing employees on daily tasks such as correspondence, mailings, UPS
  • Maintains all conference room calendars
  • Handles setting up meeting rooms for client visits
  • Orders supplies for company employees
  • Notifies the appropriate area when office equipment such as copiers/printers/postage machines are in need of repair
  • Maintains copiers/printers and postage machines for every day change of toners and cartridges or any problems
  • Distributes and sorts all incoming company mail and passes on to the operations support team for scanning
  • Prepares expense reports and travel itineraries for client-facing employees when necessary
  • Receives, files and maintains all client statements on the premises for two years
  • Handles Salesforce File Cabinet projects for client-facing employees
  • Backup to the other members of the admin team
• Prepares client presentations and assists client-facing employees with meeting coordination
• Manages the processing of all vendor invoices in Salesforce and maintains tracking to Accounts Payable
• Researches information, compiles statistics, gathers and computes various data to prepare reports
• Performs other duties such as special projects and assisting the Office Manager with event planning

 

MINIMUM QUALIFICATIONS:

• High School Diploma
• Minimum 1 year of administrative support experience or equivalent.
• Ability to exchange information clearly and concisely and to present ideas, report facts and
• other information.
• Ability to manage own workflow and resolve questions and problems with supervisor.
• Good written and oral communication skills.
• Knowledge of and the ability to practically apply, modern office practices and procedures
• including the following programs: Microsoft Excel, Word, PowerPoint, Outlook, and
• Salesforce).
• Good organizational skills; exhibits accuracy when working with detail.
• Ability to understand and follow safety/security practices.

 

PREFERRED QUALIFICATIONS:

• Bachelor's degree

 

WORKING CONDITIONS

Work is mainly performed in a normal office environment.  Noise levels usually are moderate.

• Prolonged sitting
• Lifting from 5 to 10 lbs. (printer paper, storage boxes)
• Occasional bending or overhead lifting (storing files or boxes)
• The hazards are mainly those present in a normal office setting.

 

This job description may not be all-inclusive. Employees are expected to perform other duties as assigned and directed by management.  Job descriptions and duties may be modified when deemed appropriate by management.

Provident Bank, Beacon Trust and /or Provident Protection Plus require consent to conduct a comprehensive background check. This background check will be tailored to the specific requirements of the position for which you are applying. These reviews may include, but are not limited to, items such as:

• Verification of employment
• Verification of educational background and degrees
• Criminal records check
• Civil records check
• Credit history check
• Verification of professional licenses and certifications (if applicable)
• Web CRD records (if applicable)
• Any records related to federal, state, and/or local statutes
• Any records related to Code of Ethics adherence (if applicable)
• Any other records requested in connection with questions on the candidate’s background

 

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