Stockman Bank of Montana ADMINISTRATIVE ASSISTANT in Bozeman, Montana
Our people, philosophy and the way we do business have positioned Stockman Bank as Montana’s premier financial center for business leaders, agriculture operators, commercial developers and real estate owners. We are a Montana-born company, built on western values, focused on creating long-standing relationships through integrity, expertise and results. Our offices are locally managed and community-oriented, allowing us to best serve our customers. Our workforce is well trained and competent and our work environment encourages productivity, personal growth and job satisfaction.
Position General Responsibilities:
This position provides administrative support to the Market President and Market Operations Officer.
Education, Experience and Certification Requirements
Note: Only minimum responsibilities are listed. Other responsibilities may be required as requested by management.
High School diploma or equivalency.
Three or more years of financial institution experience or training; or equivalent combination of education and experience.
Strong commitment to providing exceptional customer service.
Strong communication and organizational skills.
Must be able to work independently and to prioritize multiple tasks.
Good interpersonal/team skills with ability to develop effective working relationships.
Previous personal/computer experience.
Strong knowledge of banking and technology terminology.
Experience with Microsoft Word, Excel, Outlook, etc.
Position Specific Responsibilities, Duties and Competencies:
Administrative Support Functions:
Prepare correspondence, memos, documents and reports utilizing Word, Excel spreadsheets and databases.
Typing, printing, photocopying, scanning and faxing documents as needed.
Put together manuals, materials for meetings, etc.
Schedule appointments and meetings.
Manage travel accommodations.
Handle confidential and non-routine information.
Maintain filing of key documents.
Responsible for use of digital faxing, including distribution of incoming documents and assistance in sending faxes.
Answer phones and take messages or field questions as possible. Make and return phone calls as needed.
Manage the supplies and requisition system as necessary.
Maintenance and distribution of certain departmental and company periodicals.
Maintain office equipment on second floor of the Bozeman Oak Branch: copier, scan machine, printer, etc.
Other miscellaneous support as deemed necessary.
Research and Reports:
Research and look-up items and documents as requested.
Perform special projects that may involve preparation of financial and statistical tables, preparation of reports, applications and associated exhibits.
Responsible for preparing spreadsheets, reports, summaries and related information for management as needed. Research and look-up items and documents as requested.
Promote the improvement of Stockman Bank through quality customer service, promotion of products, professionalism in conduct and diligent work ethic.
Greet all customers pleasantly and make them feel welcome and comfortable.
Effectively handle customer questions and problems.
Prepare and organize loan files (make copies of customer’s documents as needed).
Follow up with customers to obtain missing disclosures or supporting loan documents.
Maintain a tickler file.
Handle correspondence needed for the processing of the loan.
Assist with review of internal control procedures in market branches.
Follow up on reconciliations as received from accounting. Assist branches with clearing of outstanding items.
Follow up on exceptions items as directed by Operations Officer.
Assist Operations Officer and branches with following Branch Ops Officer Manual and maintaining certifications.
Assist Operations Officer in processing employee timecards; provide reports to management as requested.
Help prepare training materials as instructed.
Maintain a working knowledge of Bank's written policies and procedures that apply to and concern this position’s area of responsibility, including general regulations such as the Bank Secrecy Act, Regulation CC, Regulation E, Bank Security and various other Federal and State regulations as they apply.
Physical and Mental Demands(The demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)
Occasionally = 0-33% of shift Frequently = 34-66% of shift Constantly = 67-100% of shift
Constant lifting/carrying up to 10 pounds. Constantly required to sit, hear, talk, write, read, keyboard/computer entry, reach, stretch, work under time constraints with needed ability for task management flexibility and to perform routine duties with attention for details. Constant abilities used/required on the job are mathematics, memory, reasoning, estimating, problem-solving and exercising judgment.
Frequently lift and/or move up to 25 pounds. Interactions with customers will require oral and written communications with customers and transactions with guidance available.
Occasionally stand, walk, stoop, kneel, crouch, climb (up ladders, etc.), balance (to reach items) or crawl.
Infrequently drive a car or work extended hours.
Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.
Work Environment(The work environment characteristics described here are representative of those an employee will encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)
Constantly works with others, around others and with customers and the public. Constantly works indoors, in confined areas and is exposed to the risk of electrical shock.
Frequently works around noise (moderate level). The employee must have the ability to focus on tasks and customers while hearing teller machines, conversations of others, coin sorter, music, phones etc., in a confined area.
Infrequently the employee works alone and also works near moving objects. The employee is also infrequently exposed to outdoor weather conditions.
Company Functions and Expectations:
Has the technical knowledge and analytical skills to fulfill job duties in a positive manner. Keeps abreast of new and changing developments in industry/field especially as it pertains to the individual’s position. Has the ability to analyze situation and react accordingly.
Expresses information/thoughts clearly and concisely in both written and verbal form. Keeps communication channels open with subordinates and supervisors. Responds promptly to calls or inquiries in a courteous and professional manner. Communication is effective and efficient.
Establishes priorities, sets goals and meets deadlines in an accurate and efficient manner. Organizes overall workflow and working area. Quickly identifies problems, makes timely decisions and notifies affected personnel. Plans effectively to ensure timely completion of duties.
Is willing to assist others to ensure deadlines are met. Provides assistance to less experienced personnel when needed. Informs appropriate personnel of significant issues in a timely manner. Works well in group environment and with supervisor. Models professionalism by addressing others with appropriate actions and appearance within professional boundaries.
Customer Service Culture
Employees will strive for outstanding, professional and courteous service to our customers and anyone who visits our facility.