The Office Assistant is responsible for a variety of administrative duties including handling the reception desk, greeting visitors, and maintaining order in our break rooms and larger conference rooms. The Office Assistant provides direct administrative support to the Executive Assistant and Office Manager within the Finance and Administration Department. The Office Assistant will also provide support to other departments and staff members when necessary.
To perform this job successfully, an individual must be able to perform each essential duty and responsibility satisfactorily. Reasonable accommodations may be made to enable an individual with disabilities to perform the essential functions. Other duties may be assigned to meet business needs.
Reception/Break Room/Conference Rooms
Answers phones at front desk and directs incoming calls to the appropriate CSBS staff members. Takes detailed messages when necessary.
Greets visitors and makes them feel welcome. Manages reception area traffic in a manner that ensures a professional environment is maintained.
Monitors visitors in coordination with building security.
Performs multiple tasks at the front desk between phone calls and visitors.
Maintains order/neatness in break rooms, workroom and conference rooms.
Receives, date stamps and distributes incoming mail and incoming fax messages.
Tracks incoming and outgoing packages.
Orders, stocks, and maintains office, break room, workroom and conference rooms supplies.
Maintains and updates office supply list in Excel.
Monitors and maintains paper, toner, and ink supply for workroom office equipment.
Updates Front Desk Handbook as needed.
Equipment Maintenance/ Repair/ Troubleshooting
Troubleshoots equipment malfunctions and works with repair technicians for remote or onsite service for office equipment and break room equipment.
Provide general administrative support to the Executive Assistant and Office Manager including scheduling meetings; researching vendors, pricing, etc; preparing expense reimbursements; word processing; filing; fielding incoming calls; performing data entry in a variety of databases; and using other office automation tools and services to create and update reports, etc.
Communicate by phone and email with external resources including vendors and service providers.
Provide additional general administrative support to other departments and staff members as needed.
Scans and uploads billing statements to our AnyBill system.
Maintains and updates Staff Directory and Phone List.
Additional projects/duties as assigned.
To perform this job successfully, an individual should possess the knowledge, skills, and abilities listed and meet the amount of education, training and/or work experience required.
Education and Experience
High school degree and one to two (1-2) years of administrative experience.
2+ years’ experience in inventory control preferred.
Associates or Bachelor’s Degree preferred.
Knowledge, Skills, and Abilities
Proficiency with Microsoft Office Suite including Outlook, Word, and Excel.
Ability to learn, use and master a variety of additional office software tools as needed.
Proficiency with the following: (1) Multi-line phone system; (2) Hands-free headset; (3) Fax machine; (4) Copy machine; (5) Postage machine.
Customer service – works and communicates with clients and customers to satisfy their expectations. Committed to quality service.
Oral communication (telephone skills) – effectively communicates information and ideas by speaking so others will understand.
Planning and organizing – effectively plans, organizes, and prioritizes work in order to meet deadlines.
Ability to type 30-45 wpm.
Maintain a high level of confidentiality.
Must be able to regularly lift boxes of office supplies weighing approximately 10-15 pounds.
About the Conference of State Bank Supervisors:
The Conference of State Bank Supervisors (CSBS) is the nationwide organization of banking regulators from all 50 states, the District of Columbia, Guam, Puerto Rico, and the U.S. Virgin Islands.
State regulators supervise approximately 5,400 state-chartered financial institutions with more than $4.2 trillion in combined assets. Further, most st...ate banking departments oversee mortgage providers and many other financial services providers, such as money services businesses (MSBs), payday lenders, check cashers, and finance companies. State regulators oversee 17,121 mortgage companies, 116,991 individual mortgage loan originators (MLOs), and more than 105,000 additional non-depository financial services providers across the nation.
The vision of CSBS is to be the recognized leader in advancing the quality and effectiveness of regulation and supervision of state banking and financial services. The mission of CSBS is to support the leadership role of state banking supervisors in advancing the state banking system and state financial regulation, benefiting the public by ensuring safety and soundness, promoting economic growth and consumer protection, and fostering innovative state regulation and supervision of the financial services industry.
CSBS works to:
- Optimize the authority of individual states to determine the activities of their supervised financial entities;
- Enhance the professionalism of state regulatory agencies and their personnel;
- Represent the interests of the system of state financial supervision to federal and state legislative bodies and regulatory agencies; and
- Ensure that all banks continue to have the choice and flexibility of the state charter in the new era of financial modernization.
Background and History:
CSBS is a non-profit organization headquartered in Washington, D.C. It was organized in 1902 as the National Association of Supervisors of State Banks. In 1971, the name of the organization was changed to the Conference of State Bank Supervisors to better reflect the ongoing nature of CSBS activities. For more than 100 years, CSBS has been uniquely positioned as the only national organization dedicated to protecting and advancing the nation’s dual-banking system.