Branch Administrative Assistant

Job Details: Level: Management, Job Location: 26 Forest St Operations - Marlborough, MA, Position Type: Part Time, Salary Range: $32500.00 - $40000.00Salary/year, Job Category: Management,  

Title: Branch Administrative Assistant                       

FLSA Status: Exempt                                                Employment Status: Part Time (20 Hours per Week)

Department: Branch Administration                          Location: Marlborough

Reports To: VP Branch Administrator

SUMMARY: 

Reporting to the VP Branch Administration, the Branch Administrative Assistant embraces the established sales and service culture through coaching, managing the float team as well as leadership role in developing all branch employees to maximize their contribution to the Bank’s short and long-range strategic goals.  Support Branch Administrator with related tasks and responsibilities as needed.

After successful completion of training and proven abilities, this position is eligible for a hybrid work arrangement with availability expected during core business hours and agreed upon number of days per-month on site.

ESSENTIAL DUTIES and RESPONSIBILITIES:    

The requirements listed are representative of the knowledge, skill, and/or ability required.

In the performance of respective tasks and duties, the employee is expected to successfully perform quality work within deadlines with or without supervision, interact professionally with other employees, customers and suppliers; work effectively as a team contributor on all assignments and work independently while understanding the necessity for communicating and coordinating work efforts with other employees and organizations.

Manage and schedule the “Float” team.
Manage the Smart Dollar Program
Manage Nectar Rewards
Meet Quarterly with Personal Banker II employees to develop their supervisory skills

Support and strategize business development efforts with Branch Management

Support Branch Administrator with related tasks and responsibilities as needed.

General:

Use discretion in dealing with large amounts of sensitive, confidential information, while adhering to all Bank policies and procedures.
Effectively use tools and systems to be able to self-manage, organize, and complete work independently, proactively recognizing potential obstacles resolving them before they become an issue, managing to deadlines, creating action plans when not on track, enabling job functions to happen with minimal oversite and meeting conditions of satisfaction. 
Maintains a complete knowledge of branch policies and procedures.
Develops, maintains relationships, and meets regularly with other department and organizational leaders and maintains operational alignment with core values, vision, strategy, and goals.
Assist internal, external, and regulatory auditors with the collection of requested materials as assigned with their respective engagements.
Keep abreast of regulatory changes to ensure compliance in the areas of job responsibilities, and recommend improvements or changes as needed for compliance and/or for department efficiency.
Adhere to all company policies and act as a role model in adherence to policies, consistently demonstrating our core values and service standards.
In the performance of respective tasks and duties, the employee is expected to maintain knowledge of and ensure compliance with Bank Secrecy Act regulations and adheres to compliance procedures and internal/operational risk controls in accordance with all applicable regulatory standards, requirements and policies as well as attending all required training sessions and completing all required on-line training courses.
Regular and consistent attendance is required to continue the high standard of customer service as well as occasionally participating in before/after hours and/or weekend community events.
Other duties as assigned, performing similar or related work as directed, required, or as situation dictates.

SUPERVISORY RESPONSIBILITIES: 

In alignment with our Core Values and Lean Principles, and in coordination with, department management:

Supervises assigned staff, schedules, and assigns work, weighs competing priorities directing staff according to business needs and established goals and objectives, identifies and provides training.
Creates an inclusive work environment that encourages and rewards performance while recognizing individual needs and skills, working towards shared goals, contributing ideas, and accepting change.
Demonstrate ability to weigh competing priorities and direct staff according to business needs.
Monitor departmental procedures suggesting necessary changes to increase productivity and improve efficiencies – ensuring that any changes are communicated to all stakeholders.
Monitor the day-to-day operations of the department to ensure all necessary tasks are complete and accurate, providing general guidance and supervision of the assigned team’s goal management.
Provides on-the-spot coaching and feedback as well as training and guidance to all branch staff on new and existing processes.
Responsible for achieving strong results, despite balancing multiple on demand.
Promotes and enhances the corporate culture and fosters the development and implementation of organizational vision, policies, and guidelines.
Monitor and ensure approval of bi-weekly timecards, review and approve time off requests for all members of the team always ensuring adequate coverage of department.
Completes timely checkpoints, recommends employment decisions, coaches, counsels, disciplines, and develops staff as necessary.

LEVEL OF RESPONSIBILITY:

Interact independently with members of the community and along all staffing levels with complex and proprietary information requiring the ability to maintain a high level of confidentiality. 
Responsible for managing, mentoring, and coaching staff.
Work is non-routine and complex, relying on prior directly related experience, specific bank policies, and sales programs.
Influence as subject matter expert within the organization and help guide the leadership team in the development of products and services.
Has an indirect impact on the bank’s profitability.

EQUIPMENT REQUIRED:

Smart Phone - To enable the MFA (Multi Factor Authentication) facilitating access to MSB systems.

HYBRID ENVIRONMENT:

Your remote set-up must provide a dedicated workspace, free from distraction with high-speed, reliable internet is required.

SKILLS REQUIRED:

Bachelor’s degree in Business Administration/Accounting/Finance or equivalent banking courses and relevant industry experience in progressively responsible roles in Branch Management and/or Branch Administration in a financial institution with emphasis on business development and growing deposits. Typically, a minimum of 5-8 years of experience.

Strong knowledge of financial institution operating policies and procedures, and banking regulations (state and federal),
Leadership/supervisory, coaching and employee development experience.
Project management experience
Ability to multi- task, organize, work independently, accomplish tasks, and meet deadlines despite frequent interruptions in a fast-paced environment while maintaining attention to detail.
Proficient in Microsoft Office Suite 365 products (Excel, Word, Outlook, Teams,and Sharepoint) the Internet/Intranet and Salesforce.
Solid understanding and application of administration activities with an understanding of office procedures and ability to operate standard office equipment.
Means and mode to travel to any of Main Street Bank’s locations and/or customers as needed on a regular/daily basis. 

COMPETENCIES:

Adaptable driver of organizational change
Planning and vision
Leadership/Team Builder/Coaching
Project Management
Naturally able to influence others, whether it’s your own team or other stakeholders.
Responsive communicator with strong written and verbal communication skills
Ability to embrace change with a positive approach, work under pressure and meet established goals and objectives, even under changing situations with a positive approach.
Flexibility/adaptability to manage multiple tasks in a high volume, fast paced environment.
Relationship builder with interpersonal effectiveness with ability to build and maintain relationships with officers, employees and external contacts and maintains alignment with core values, vision, strategy, and goals.
Computer Technology Savvy - Utilize technology/systems to improve work processes and use a range of technology to solve problems.

LANGUAGE/COGNITIVE SKILLS: 

The work skills described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

The person in this position frequently communicates with customers (internal and external) about banking products, their bank accounts & transactions and therefore must be able to exchange accurate information in these cases. They will need to use judgment and discretion in decision making situations, interpret and follow all Bank policies and procedures, write/create reports, and business correspondence, (Main Street Bank’s standard language is English). As well as the ability to:

Speak and effectively present/communicate information and respond to questions from customers, groups of managers, vendors, and other employees.
Define problems, collect data, establish facts, and draw valid conclusions.
Read, analyze, and interpret a variety of documents such as checks bank statements and Loan documents.

WORKING CONDITIONS AND PHYSICAL EFFORT: 

The physical and work environment demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is required to:

Physical Demands/Efforts

Occasionally lift and/or move up to 20 pounds, (i.e. files, boxes of files)
Occasionally required to remain in a stationary position, greater than 50% of the time
Occasionally required to stoop and bend.   

Mental & Visual Demands

Regularly operate a computer for extended periods of time
Specific vision abilities may be required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.
Regular use of office productivity machinery (i.e., a calculator, copy machine, fax machine, computer printer).

Work Environment and Hazards

Regularly move throughout the inside the Bank to access resources and individuals.
Regular local travel for bank purposes and/or on behalf of the bank (i.e., meetings, training).
The employee must be able to work schedules that meet the needs of the bank, which may include early morning, evening and/or weekend hours.
It is a general office environment where the noise level is moderate.

AMERICANS WITH DISABILITIES ACT

Main Street Bank complies with all aspects of the Americans with Disabilities Act (ADA) and state disability laws. This means that we will not discriminate against qualified individuals with a disability in any phase of the employment relationship including application for employment, hiring, promotions and/or advancement opportunities, termination, compensation, training and any other conditions or privileges of employment.
Applicant Notice: The completion of this Application for Employment does not assure a position with Main Street Bank and any offer of employment is conditioned on the satisfactory completion of a background and credit review as determined by the sole discretion of Main Street Bank. Neither this Application for Employment nor any document constitutes a contract of employment for a specific term and that any employment relationship that may be established will be 'at-will' and if hired, may be terminated at any time, for any reason, by the applicant or Main Street Bank.

Massachusetts Law - It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Massachusetts General Laws c. 151B prohibits employers from (1) terminating or refusing to hire individuals on the basis of genetic information; (2) requesting genetic information concerning employees, applicants, or their family members; (3) attempting to induce individuals to undergo genetic tests or otherwise disclose genetic information; (4) using genetic information in any way that affects the terms and conditions of an individual’s employment; or (5) seeking, receiving or maintaining genetic information for any non-medical purpose.

Main Street Bank is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, genetic information, disability, status as a protected veteran, or any other protected category under applicable federal, state, and local laws.