WWM Administrative Assistant

Westmark; Idaho Falls (ID); On-site; USD 25,000 - 33,000; Full time

Benefits offered by this job

PTO 3–5 weeks annually

11 paid holidays

Health insurance

401k match 75%

Tuition reimbursement

Employee assistance program

Job summary

Westmark Credit Union in Idaho Falls is seeking a detail-oriented office administrator to support the Westmark Investment Services Program under general supervision. You will manage administrative tasks, maintain records, and help keep operations efficient.

Responsibilities include scheduling client meetings, handling client correspondence, processing account updates, managing the Client Referral Program, coordinating seminars, and updating client data in Redtail CRM.

Qualifications

• High school diploma required; college degree preferred.
• Office management experience preferred.
• Proficiency with PC, Word, Excel, and Redtail CRM.
• Strong communication and customer service skills.
• Attention to detail and ability to manage time effectively.
• Self-motivated with ability to work independently.

Responsibilities

• Provide clerical and administrative support to the Westmark Investment Services Program.
• Schedule appointments with clients and manage referrals.
• Prepare and distribute client correspondence and letters.
• Process account maintenance transactions and update client records.
• Manage Client Referral Program and referral tracking.
• Coordinate client seminars and events with WIS representatives.
• Maintain client data in Redtail CRM and assist with onboarding.
• Assist clients with online account access and follow-up inquiries.

Skills

Office management

Customer service

Communication

Time management

Teamwork

Education

High school diploma

College degree preferred

Tools

Redtail CRM

MS Word

Excel

Job description

Description

Discover the Westmark Difference!!

Are you looking for a career? Do you want to be valued as an individual on a team? Do you want to learn, grow, and make a difference in your community? Westmark offers outstanding stability, a variety of career opportunities and exceptional work/life balance.

60 % of our employees have been part of the Westmark family for 5+ years.

71% of our employees who have been part of the Westmark family for one year or more have received at least one promotion.

85% of our managers were promoted from within the company.

Westmark has been in business since 1954 and has recently grown to over $1.6 billion in assets, 15 branches, and over 81,000 members!

We also have some of the most impressive benefits in the industry:

Paid Time Off (3 to 5 weeks per year, depending on tenure) PLUS 11 paid holidays.

Excellent health insurance options for employees and family with shared premiums

401k with 75% company match and 2% profit sharing contribution

Tuition Reimbursement and Scholarships

Employee Assistance Program (Free counseling and legal services)

Position Summary

Performs a variety of clerical functions to support the Westmark Investment Services Program under general supervision. Responsibilities include managing administrative tasks, ensuring accurate record-keeping, and providing organizational support to facilitate efficient program operations. The role requires attention to detail, effective communication, and the ability to handle multiple priorities in a professional manner.

Responsibilities

• Provide clerical and administrative support to the Westmark Investment Services (WIS) Program, ensuring operational efficiency.
• Schedule appointments with WIS representatives by placing marketing calls to prospective clients from referrals.
• Prepare and distribute client correspondence, including birthday cards, welcome letters, and client review letters.
• Perform account maintenance transactions, such as processing address changes, deposits, and withdrawals for clients.
• Serve as the primary point of contact for organizing, maintaining, and administering the Client Referral Program and Referral Tracking.
• Assist with planning and coordinating client seminars and events presented by WIS representatives.
• Manage and update client information in Redtail CRM, including tracking referrals, entering client data, and organizing workflows.
• Guide clients in setting up and navigating Account View Online Access.
• Support WIS representatives by conducting follow-up calls with clients after appointments and addressing client inquiries.
• Execute any additional duties assigned by the WIS Administrator.

Requirements

Qualifications

• Education: High school diploma required; college degree preferred.
• Experience: Office management experience preferred, with proven ability to organize and manage administrative tasks.
• Technical Skills: Proficiency in personal computers, word processing software, Excel spreadsheets, and client management systems such as Redtail CRM.
• Communication: Strong oral and written communication skills, with a focus on professionalism and customer service.
• Attention to Detail: Demonstrated accuracy and efficiency in processing detailed material.
• Self-Motivation: Ability to work independently, prioritize tasks, and manage time effectively.

Key Competencies

• Client Focus: Ability to interact with members and co-workers professionally, representing Westmark with integrity and enthusiasm.
• Reliability: Maintains consistent attendance and takes accountability for actions.
• Organization: Exceptional organizational skills to manage multiple tasks, referral programs, and client workflows efficiently.
• Team Collaboration: Works cooperatively with WIS representatives and administrators to support program goals.
• Technical Proficiency: Expertise in using CRM tools, maintaining client records, and performing account maintenance transactions.
• Adaptability: A proactive self-starter with the ability to adapt to evolving priorities and provide innovative solutions.

Physical Requirements

• Manual Dexterity and hand-eye coordination for tasks such as typing and operating office equipment.
• Sitting for extended periods of time.
• Visual and auditory abilities to understand and communicate with the public.
• Repetitive motion using wrists, hands, and fingers.
• Occasionally lift and carry up to 15 lbs., if required for departmental tasks.

Westmark Credit Union is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.