Job Title (Date):
Administrative Assistant - Investments (October 2024)
Department:
Investments
Employee Type:
Full-time
Reports to:
Assistant Director - Investments
FLSA Status:
Non-Exempt
Travel Required:
None
Supervisory Responsibility:
None
Salary Range: $48,944 – $68,521
Posting Period:
October 21, 2024 – November 3, 2024
*Typically, initial wage is set between the minimum and the midpoint of the salary range depending on the employee’s qualifications and experience.
Summary of Responsibilities:
The Administrative Assistant - Investments, is responsible for performing a variety of complex and specialized administrative and office support functions unique to the Investments department. The Administrative Assistant maintains the Investments SharePoint libraries, electronic and paper filing systems, acts as travel liaison for the Investments department, aids with the preparation of Board meeting materials, and is the first point of contact for visitors or callers to the department. Interacting with several departments, including Executive, Finance, and IT, the position requires the ability to learn about the Investments department, understand the interconnectivity between certain essential duties, and have a high level of flexibility in terms of time management.
The Administrative Assistant performs all duties with a high degree of detail, independence, and accountability; and functions as a department communications Subject Matter Expert (SME primary). The Administrative Assistant serves as backup to the Investment Operations Coordinator.
Essential Duties and Responsibilities:
- Demonstrate commitment to providing first-class customer service as first point of contact for external visitors characterized by a positive attitude, respect for people, and timely and accurate responses. Includes coordinating with Investment Accounting Department (IAD) to maintain proper Dynamo contact information.
- Work with several software packages to develop and maintain spreadsheets, databases, and other automated systems in support of the department’s core functions and processes.
- Provide administrative support for Investment Staff by scheduling meetings, coordinating audio/visual arrangements, preparing and assembling reports, and maintaining Investments email accounts.
- Serve as Investments travel liaison by arranging and coordinating travel schedules with proper approval documentation. Review travel expense reports and process for reimbursement. Assist with training, guiding, and directing Investment Staff on the Travel policy and procedures.
- Conduct purchasing activities (including supplies and equipment maintenance), reconcile credit card purchases and track Investment budgeted expenditures.
- Facilitates and routes proper SERS approval of manager documentation and ensures the Treasurer of State receives proper documentation of approved investment managers.
- Provide assistance with preparation of Board materials and other documents as needed. Includes preparing reports, assembling and distributing materials, attend Board meetings to assist Executive Department with meeting notes.
- Manage and maintain Investment department files and electronic SharePoint libraries including monthly, quarterly and annual fund manager reports while adhering to SERS’ retention schedule.
- Update and maintain the Investment Operations procedures on a regular basis. Assist in the development and monitoring of the Investments department budget.
- Process invoices in compliance with policy and procedures including tracking of expenditures.
- Assist in special projects and other responsibilities as needed, including coordinating documentation related with investment manager searches.
- Screen and refer telephone calls; provide detailed responses to information requests and relay important instructions and messages.
- Process the department’s mail, prepare letters and documents as needed, and arrange for overnight mailing.
- Establish and maintain a good working relationship with internal and external communications coordinators (SME). Act as SME primary within the department.
- Conduct new employee orientations.
- Perform the duties of Investment Operations Coordinator in their absence
Education, Skills and Qualifications:
- Associate’s degree (A.A.) or equivalent two-year college or technical school preferred;
- Three to five years administrative experience with customer service;
- Ability to develop and maintain positive relationships throughout the organization and external parties.
- Strong attention to detail skills and effectively solve problems.
- Excellent written and oral communication skills.
- Ability to take initiative, anticipating needs and acting upon them.
- Operates with a degree of independence and accountability.
- Ability to adapt to continuously changing work environments
- Equivalent combination of education, skills, and experience.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Working Conditions:
This role operates in a professional office environment and is subject to prolonged periods of sitting or standing at a desk and working on a computer. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines and may need to be able to lift up to 10 pounds at times. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. Investments staff members are eligible to work remotely 2 days per week, after training and 30 days of employment.
Remote working days are not guaranteed and subject to change based on organizational needs.
Competencies:
Focus - Dedicated to meeting the needs of customers both internal and external. Talks, acts, and makes decisions with customers in mind. Accountability - Takes responsibility for all work activities and personal actions; follows through on commitments, implements decisions that have been agreed upon; maintains confidentiality with sensitive information; acknowledges and learns from mistakes without blaming others. Recognizes the impact of one’s behavior on others. Communication - Creates an environment of open, direct and proactive communication, both written and verbal.
Is unafraid to communicate freely across layers of the organization. Collaboration- Develops cooperation and teamwork while participating in a group, working toward solutions which generally benefit all involved parties. Innovation - The commitment to search for and create new and innovative approaches to activities that enhances performance. Is willing to change. Note: While performing the duties of this job, the employee is regularly required to sit, stand, walk, and lift up to 10 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. SERS is an equal employment opportunity employer.
Disclaimer: This job posting is not meant to be all-inclusive and the position itself is subject to change.
SERS is an Equal Employment Opportunity Employer. We recruit, hire, train, and promote without discrimination due to age, race, color, religion, sex, sexual orientation, national origin, citizenship, disability, military leave or veteran status, genetic information, or any other status protected by applicable federal, state or local law.
SERS is committed to ensuring all applicants can successfully submit an application for consideration. If you have a disability, and you wish to discuss potential accommodations to complete your application for employment, please call (614) 340-2255.
SERS does not accept unsolicited recruiter and agency resumes and will not pay fees to any third-party agency or company that does not have a signed agreement with SERS.
48944.00 To 68521.00 (USD) Annually
