Administrative Assistant - IT

Burke & Herbert Bank & Trust; Alexandria (VA); On-site; USD 32,000 - 47,000; Full time

Job summary

Burke & Herbert Bank & Trust in Alexandria, VA, is seeking a full-time Administrative Assistant to support the EVP and department heads. The role handles complex clerical tasks, vendor management, invoice review, meeting minutes, and budget support, with strong time management and discretion essential.

Proficiency in MS Word, PowerPoint and Excel is required, with two years of detail-oriented experience preferred.

Qualifications

• High school diploma or equivalent required.
• Advanced training in Microsoft Word, Power Point and Excel required.
• Two years of attention to detail and organizational experience.

Responsibilities

• Manage IT vendor relations and maintain NVendor/VMS records and ITAM entries.
• Prepare notices not to renew and ensure cancellations are recorded.
• Review invoices for charge validity and assist in reconciliations.
• Support IT asset inventory and budget variance reporting.
• Record minutes for IT Steering Committee and TECHCO meetings.
• Assist with policy and procedure updates for the department.
• Process EVP expense reports and support department projects.
• Coordinate training, onboarding and travel arrangements as needed.
• Monitor VIP tickets and ensure timely follow-up and resolution.

Skills

Communication skills

Banking knowledge

Records & reports

Interpersonal skills

Multitasking

Education

High school diploma

MS Office training

Tools

Microsoft Word

PowerPoint

Excel

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Full Time Alexandria, VA, US

CLASSIFICATION

Non-exempt

REPORTS TO

Executive Vice President & Chief Information Officer (“EVP”)

DATE

July 9, 2024

JOB DESCRIPTION

Summary/Objective

Performs administrative work of a complex nature for EVP and department heads; general office functions; responsible for the administration of various functions specific to the department, interacts with the department head’s direct reports as appropriate and performs related work as required. Work is performed under limited supervision with time management being crucial.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Conduct research into IT vendor relationships and ensure agreements are accurately maintained in the Bank’s vendor management system (NVendor “VMS”) and that pertinent details are captured in the department’s IT Asset Management system (FreshService “ITAM”).
• Prepare and deliver notifications of intention not to renew agreements according to the delivery instructions therein (e.g., signed letter on letterhead sent by registered mail, email, etc) and ensure cancellations are recorded in VMS and ITAM.
• Review incoming invoices to ensure validity of charges.
• Assist in reconciliation efforts for complex invoices (such as the Microsoft Office and Azure invoices).
• Assist in IT asset inventory / fixed asset reconciliation efforts.
• Collect key metrics from department heads for various reporting purposes and prepare related visual elements.
• Coordinate official meetings of and record minutes for the IT Steering Committee and Board-level Technology Committee (“TECHCO”).
• Assist in writing/updating policies and procedures within the department.
• Submit expense reports on behalf of the EVP.
• Support multi-faceted projects, tasks and product/software conversions as needed.
• Assist with year-end budget proposal for the department.
• Research, review and produce monthly budget variance reports for the department.
• Monitor support tickets involving Bank VIPs and ensure timely follow up and satisfactory resolution.
• Assist with new VIP employee onboarding.
• Participate in all department meetings, record minutes and distribute as appropriate.
• Plan various department events and assist with conference registrations and travel arrangements.
• Review department employee Timecards, work with employees to correct missed punches, and approve.
• Monitor progress of department employee training assignments and send reminders as necessary to ensure timely completion.
• Track important tasks on behalf of the EVP.

Other Duties

• Complies with all policies and procedures as applied to the Bank's BSA/AML policy.
• Perform other duties as assigned.

Skills/Abilities

• Professional written and verbal communication skills.
• Knowledge of banking practices, procedures and documents.
• Ability to establish, maintain and prepare records and reports.
• Strong interpersonal skills and ability to deal with a variety of people and maintain integrity and confidentiality for the Bank.
• Ability to multitask effectively and use time efficiently.

Supervisory Responsibility

This position has no supervisory responsibilities.

This job operates in a clerical office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. Office environment with job duties conducted via telephone, face to face meetings, and on the computer.

Physical Demands

This position requires manual dexterity, the ability to lift files and opening cabinets. This position requires bending, stooping or standing as necessary.

Travel

Occasional travel may be required for this position.

Education and Experience

• High school diploma or equivalent required .
• Requires at least two years’ demonstrated experience in a position requiring attention to detail, strong organizational skills, and follow through.
• Advanced training in Microsoft Word, Power Point and Excel required.

For Applicants located in Alexandria, Virginia (VA): The anticipated salary range for this position is $23.00-$34.00 per hour.

This ranges listed for Viriginia represent the good-faith compensation the Company reasonably expects to pay for the position at the time of posting. Actual compensation will be determined based on factors including, but not limited to, the candidate's skills, qualifications, experience, education, certifications, internal equity, and business needs. This position may also be eligible for additional compensation, such as bonuses or incentive pay, where applicable.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.