Administrative Assistant

Administrative Assistant

Under the general direction of the Executive Assistant, the Administrative Assistant serves as the first point of contact for visitors, vendors, and incoming inquiries, representing First Fed in a professional and welcoming manner. This position performs a variety of clerical and administrative duties that support efficient office operations, departmental objectives, and organizational growth. The Administrative Assistant provides high-quality customer service to internal and external customers, and supports a collaborative service culture, while assisting the Executive Assistant and other departments as needed.

The Administrative Assistant is expected to consistently deliver high-quality customer service while ensuring compliance with policies, procedures, and regulatory requirements. The incumbent must demonstrate professionalism, discretion, collaboration, and a commitment to teamwork while effectively supporting both internal and external stakeholders.

Essential Functions

Reception / Administrative Support:

· Maintain exceptional customer service by providing a warm, professional greeting to all people entering First Fed.

· Monitor and assist with emergency response procedures, security and fire alarms. Escalate security and facilities concerns.

· Receive and sort incoming mail and deliveries in a timely manner.

· Monitor and maintain visitor access using the visitor log and sign in / sign out process while maintaining awareness of security procedures.

· Provide information to visitors and direct individuals to the appropriate personnel or destination.

· For the Call Center:
Assist with weekly mailings, monitor general email inbox (ask us) and assign. Monitoring voicemail box, assigning call back tasks to the appropriate contacts via Salesforce.

· Use active listening skills to identify and uncover internal needs.

· Schedule appointments for vendors, and act as point of contact for vendors.

· Provide general clerical and administrative support to departments within the Port Angeles Admin Building.

· Ensure the common admin building areas are equipped with supplies as appropriate and are clean and presentable to visitors.

· Maintain lobby appearance.

· Maintain keys for Admin and Company vehicle.

· Management of Administration Hotel Room reservations.

· Ensure compliance with Bank Secrecy Act (BSA) regulations and other federal and state regulations pertinent to this position.

· Complete annual BSA training in a timely manner in accordance with BSA regulations and internal policies and procedures.

· Maintain regular and predictable attendance.

· Perform related duties and responsibilities as required

Qualifications & Requirements

· High School Diploma or certified equivalent.

· Requires 2-4 years of relevant experience in a receptionist and/or administrative assistant role.

· Posses demonstrated interpersonal skills, along with the ability to demonstrate and maintain professional, outgoing, and pleasant demeanor at all times.

· Be willing and able to provide efficient and courteous customer service and support via telephone and in person, along with excellent organizational, communication, and administrative skills.

· Demonstrate the ability to work successfully with persons who exhibit many types of personalities and behaviors is necessary.

· Maintain a working knowledge of the First Federal organization and functions including locations and personnel at those locations.

· Develop and maintain a sound knowledge of First Federal policies, procedures, and systems will be necessary.

· Possess good technical skills including proficiency with personal computers and associated operating systems and software applications is required; keyboarding skills of 35-40 wpm desired.

· Demonstrate the ability to communicate effectively in verbal and written formats.

Physical Requirements

The work requires the ability to operate office machines and equipment, such as personal computers, printers, copying machines and telephones. The work requires the ability to communicate clearly with customers, coworkers, and others in person and on telephones. Work activities involve combinations of sitting/standing for…