JOB SUMMARY

This position assists the AVP, Facilities and Manager, Facilities and provides service, supplies, and assistance to Credit Union personnel and tenants.

ESSENTIAL FUNCTIONS
May include any and/or all of the following:

1. Perform general office/ administrative duties including but not limited to: scheduling and dispatching, customer communication, record keeping, process improvement, collaboration, reporting and answering inquiries.
2. Support the Facilities and Operations Services Manager in overseeing daily department functions and ensuring the team is well-trained and aligned with procedures.
3. Provide admin support and oversite for mail and scanning job functions within the department; help or complete these tasks when department members are not present.
4. Process and reconcile invoices associated with supplies, inventory, maintenance and utility billings and other miscellaneous facility related charges.
5. Process supply requisitions for all branches in Oklahoma, Kansas and Texas. Provide due diligence with supply vendors, performing cost analysis, seeking cost efficiencies prior to purchase.
6. Perform research on members accounts due to member, government, subpoena or legal entity request. This includes but is not limited to: member documents, statements and check images.
7. Coordinate and maintain supply and inventory records for all general office supplies and paper goods; including but not limited to. logo envelopes, copy paper, logo pens, mints, receipt paper, and letterhead.
8. Coordinate and maintain supply and inventory for all raw materials and cleaning supplies for third party cleaning vendor; including but not limited to paper towels, toilet paper, cleaning products and other general items required as per the agreement.
9. Collaborate with manager on staffing plans, schedules, and resource allocation strategies to ensure adequate coverage and workload distribution.
10. Manage parking garage rentals for CU employee’s and others renting the spaces. Includes tracking agreements, payments, delinquent notices, contacting members for past due balances as well as monitoring the GL for all payments associated with the parking garage.
11. Coordinate meeting room calendar and requests for miscellaneous facility spaces as required for different events at the CU. Prepare, set up, tear down and general cleaning of spaces and coordinating food requirements as necessary.
12. Provide support for external meetings or events. Prepare, set up, tear down and general cleaning of spaces and coordinating food requirements as necessary.
13. Work with Manager of Facilities concerning vendor management. Includes oversite of vendors associated with cleaning, break rooms support, documents shred services, lobby plant maintenance, mail services and USPS services or others as deemed necessary.
14. Coordinate with facility department submitted work tickets and monitory process from receiving, scheduling, coordinating and follow up work tickets as required.
15. Coordinate with other CU departments as it relates to physical records room and tasks such as file storage, tracking and disposal of files to meet regulation requirements.
16. Maintain record retention guidelines to ensure we adhere to NCUA regulations.
17. Pursue opportunities for professional and personal growth and knowledge through training, education and self- study to further improve your experience and better your fellow peers.
18. Perform other duties and responsibilities as assigned.

KNOWLEDGE, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS

• Knowledge of:
  • • Modern office equipment
    • Microsoft Word, Excel, and Lotus
    • Credit Union operations, procedures, products, services, philosophies, practices, and systems
• Ability to:
  • • Read and interpret a variety of instructions furnished in written, oral, diagram, and schedule form
    • Self-direct with the initiative and drive necessary to activate a project from conception through completion
    • Organize and prioritize in order to meet deadlines
    • Solve practical problems and deal with variables in situations
    • Write reports and correspondence and to speak effectively before members, employees, and tenants
• Skill in:
  • • Excellent communication and interpersonal skills to effectively work with members and co-employees
    • Strong attention to detail and analytical skills
    • Typing and personal computer

QUALIFICATIONS

Critical Development Experiences:

Pursue opportunities for professional growth and development through training, education and self-study

Successfully complete all applicable compliance training and testing

Education and experience equivalent to:

A minimum of one year up to three years of similar or related experience, including preparatory experience

A high school degree or equivalent.

REQUIREMENTS

Regular attendance and timeliness are essential functions of this position. While performing this job, the employee is regularly required to sit or stand for a significant period of time and perform functions that require manual dexterity. The employee must occasionally reach above or below normal body position, stoop or bend, and carry, lift or move objects weighing up to 25 pounds. A normal range of hearing, vision, and speech are required to effectively work with co-employees and members.

REGULATORY COMPLIANCE & CONFIDENTIALITY

Follows regulatory and policy compliance requirements, which include those efforts in compliance with Bank Secrecy Act (BSA), Office of Foreign Asset Control (OFAC) and Anti-Money Laundering (AML) Regulations, Identity Theft Red Flags and other compliance related Policies. This position also requires maintaining confidentiality with regard to non-public information about our members and the Credit Union.

This job description should not be interpreted as all inclusive. It is intended to identify the duties, responsibilities and requirements of this job. Incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this description. Any physical demand of essential function or requirement of this position will be evaluated as necessary should an incumbent/applicant be unable to perform the function or requirement due to a disability as defined by the Americans with Disabilities Act (ADA). Reasonable accommodation for the specific disability will be made for the incumbent/applicant when possible.