Description
The Administrative Assistant is responsible for the client’s experience in our office and for assisting the closer, performing administrative tasks and post-closing tasks.
This position will work for the Title division of F&M Bank Corp.
Essential Duties:
- Greet clients and visitors in a friendly manner, direct them to the waiting area, offer refreshments and notify the appropriate team member.
- Answer the phone within 3 rings, offer to help if you can (scheduling, directions, etc.), take a message or forward the call to the appropriate team member.
- Ensure that incoming and outgoing mail is properly handled each day
- Maintain the petty cash. Send receipts to the controller. Balance remaining cash with receipts.
- Maintain and oversee the needs of the office regarding copier, shredding service and need for supplies and maintenance.
- Handle all aspects of post-closing. Verify and add incoming funds, print disbursement checks. Ensure that documents have been recorded, verify and send payoffs.
- Find recorded releases for outstanding liens: Deeds of Trust, Judgments, etc. as described on the Title Insurance Binder schedule of requirements.
- Travel to different Circuit Court Clerk’s Offices to record a variety of legal documents, when needed
Requirements
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/or abilities required.
Knowledge, Skills, and Abilities
- Excellent written communications skills.
- Excellent organizational skills.
- Excellent record keeping abilities.
- Possess effective computer, calculator, and keyboarding skills.
- Ability to prioritize tasks based on urgency, deadlines and importance.
- Ability to use Microsoft Word and Excel.
- Ability to work independently with minimum supervision.
- Ability to produce detailed and accurate work.
- Ability to take direction from others.
Education and/or Experience (Required and Preferred)
- High School education or equivalent.
- Two years of previous administrative experience (preferred) or equivalent combination of education and experience.
Physical and Mental Demands:
The physical 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.
- The employee regularly sits and uses hands to finger, handle, or feel objects, tools, or controls.
- The employee frequently is required to talk or hear.
- The employee is frequently required to stand, walk, reach with hands and arms, stoop, kneel, or crouch.
- The employee must regularly read and comprehend complex legal documents.
- The employee must regularly lift and/or move up to 10 pounds and may occasionally lift up to 50 pounds.
- Specific vision abilities required include close vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
Work Environment:
- The work is performed primarily in an office setting or in the Circuit Court Clerk’s record room.
- The noise level in the environment is usually low.
Position Type/Hours:
This is a non-exempt position working Monday – Friday, 8:30 a.m. – 5 p.m. with overtime as necessary.
