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Job Openings Executive Secretary

Posted Date (April 15, 2013)
POSITION TITLE: Executive Secretary
LOCATION: Kaloko Administrative Offices
REPORT TO: President/CEO


PRIMARY FUNCTIONS:
Takes dictation and transcribes or types from rough draft a variety of letters, reports, memoranda and materials for the President, Board of Directors, Committees, other administrative personnel and for office use.  Maintains general and special letter files, contracts and vendors files, policy and procedure manuals, and records of Board proceedings.  Answers the telephone to provide information, or directs the call to the appropriate individual or department.
 
ESSENTIAL DUTIES AND RESPONSIBILITIES:
 
Secretarial Functions:
  • Transcribes letters, reports, drafts, memoranda, Board Minutes, etc. for the President from notes or rough drafts
  • Types in final member publications, variety of forms, Board Agenda, committee reports, etc.
  • Prepares agendas for committee meetings and makes the necessary copies of agendas and accompanying materials for committee meetings
  • Prepares Board materials and Board Meeting notices for Board and management, makes necessary arrangements for Board and committee meetings; contacts officials to determine number and place for dinner reservations as required
  • As Recording Secretary to the Board, attends all Board meetings and Annual Membership meeting; takes min­utes, transcribes, and prepares draft for President's or Chairman's approval, then prepares final copy
  • Serves on the Annual Meeting Committee; annually prepares materials for the Annual Membership Meeting, the Notice of Elections and Nominations
  • Maintains up-to-date files for correspondence, complete list of all files, official Minutes book, bylaws, volunteers’ records of credit union service, and the official policy and procedure manuals of the credit union 
  • Maintains intranet access to official policies
 
General Office Functions: 
  • Answers telephone and gives or receives general information as may be required; directs specific calls to proper personnel, or relays messages
  • Provides information on the credit union philosophy, operations, shares, services available, member eligibility, loan interest rates, insurance and other services available to members
  • Researches members' accounts for status and balances.
  • Types disclosure and Certificates of Service, makes necessary copies, has them notarized, obtains President's approval and signature and prepares cover letter for transmittal of documents to appropriate court and attorneys
  • May be called upon to train employees in area of expertise
  • Completes the required Bank Secrecy Act (BSA) training and implements and complies with the BSA policy and procedures
  • Assists other co-workers when needed
  • Other duties may be assigned
 
QUALIFICATIONS: 
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the mental, physical, knowledge, education and/or experience  re­quired.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 
MENTAL REQUIREMENTS:
  • Requires attention to detail, concentration, logical thinking, good judgment and responsiveness in a timely manner
  • Is able to understand rules, policies and regulations
  • Ability to handle projects by prioritizing projects and meet deadlines
  • Must have good time management skills
  • Is able to work well with people
  • Is able to work under stressful and pressure filled situations
  • Frequent basic mathematical skills
 
PHYSICAL REQUIREMENTS:
  • Is able to show up to work as scheduled
  • Occasional lifting, carrying, pushing, and pulling of items weighing up to 20 pounds
  • Is able to operate 10-key by touch and type 60 wpm accurately
  • Occasional reaching, climbing a ladder to reach upper shelving
  • Sitting for extended periods of time
  • Must be able to communicate clearly in person or over the phone and/or in writing
  • Occasional mobility around the office, surfaces of primarily carpet
  • Occasional business traveling involved, including land and air travel
  • Ability to establish effective working relationships with Board of Directors, Management, staff and other organizations
 
OTHER REQUIREMENTS:
  • May be required to use his/her personal car to perform credit union business
  • May be required to work at different branch
  • May be required to work beyond the normal business hours, including weekends
  • May be required to attend seminars or classes to increase job skills
  • Must be bondable and have a clear credit rating
 
EDUCATION AND/OR EXPERIENCE:
  • High school graduate / GED equivalent with three (3) years of experience in a secretarial capacity or related field; or
  • Business school graduate of an accredited college with two (2) years of experience in a secretarial capacity or related field
  • Must be knowledge of computer system and proficient in PC word processing, spreadsheet, desktop publishing, e-mail and other software programs (Windows preferred)
  • Must be proficient in taking dictation, and have experience in taking minutes
 
 
WORKING CONDITIONS:
  • Work is primarily inside an air-conditioned, well-lighted office setting, and high humidity
  • Working alone and with others
  • Moderate noise level
  • Occasionally public contact
  • Potential exposure to the threat of violence at any time
 
This description of duties and qualifications should not be construed to imply that these requirements are the exclusive duties of the position.  Incumbent will follow any other job related instructions and perform any other related duties as may be required by the supervisor.

This description of duties and qualifications should not be construed to imply that these requirements are the exclusive duties of the position. Incumbent will follow any other job related instructions and perform any other related duties as may be required by the supervisor.