Contract Administration Support Specialist

Position Title:

Contract Administration Support Specialist

FLSA Status:

Non-Exempt

Reports to:

Corporate Services Admin.

Job Summary:

Assists with supporting the third-party vendor management program. Performs administrative services for the Corporate Services Admin. as well as Executive Management and other specific financial functions as well as back-up functions for all areas of the department to which assigned.

Essential Functions:

• Sets up meetings, conferences and conference calls.
• Greets visitors and determines whether they should be given access to specific individuals.
• Assists with analytical work, data entry, and customer service working with both internal and external customers.
• Opens, sorts, and distributes incoming correspondence, including faxes and email.
• Performs regular secretarial duties as needed, including providing telephone support, screening visitors, and arranging and scheduling meetings and appointments.
• Prepares responses to correspondence containing routine inquiries.
• Obtains additional information as needed to complete reports on sensitive or special management communications.
• Processes correspondence, files, and performs other specific duties for management.
• Files and retrieves corporate documents, records, and reports.
• Performs word processing, photocopying, retrieving documents, compiling, and maintaining records and files, and preparing contracts using templates.
• Assists in routine contract questions and problems.
• Assists with analyzing contract terms and conditions.
• Identifies potential contract risks and support issue resolution.
• Responsible for working with various business units on customer contract activities to provide for proper contract acquisition and fulfillment in accordance with Bank policies, legal requirements, and customer specifications.
• Maintains organized records of contract documentation and correspondence.
• Maintains a positive and caring atmosphere for customers and employees consistent with the Southside Bank's mission and philosophy.
• Maintains confidentiality of all sensitive Bank information.
• Maintains a positive and caring atmosphere for customers and employees consistent with Southside Bank's mission, CORE Values, and Blue Book culture guide.
• Provides enthusiastic, professional, and courteous service to Southside Bank customers and employees.
• Participates in proactive team efforts to achieve departmental and company goals.
• Understands and agrees to abide by the policies and procedures established at Southside Bank.
• Responsible for complying with audit policies and procedures as they pertain to this position.
• Performs duties in compliance with applicable laws and regulations, including but not limited to the Bank Secrecy Act (BSA) and related anti-money laundering laws, and in accordance with the Bank's Information Security Program.
• Must comply with all applicable laws and regulations.

Additional Functions:

• Performs routine duties with minimal supervision using standard practices or procedures.
• Complies with all safety policies, practices and procedures. Report all unsafe activities to supervisor and/or Human Resources.
• Performs additional duties, as assigned or directed.

Required Education/Experience:

• High school diploma.

Necessary Skills:

• Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures or governmental regulations.
• Ability to write information and respond to questions from groups of managers, clients, customers, and the general public.
• Ability to define problems: collect data, establish facts and draw valid conclusions.
• Proficient personal computer skills including electronic mail, record-keeping, routine database activity, word processing, spreadsheet, graphics, etc.
• Prioritize, organize and handle multiple projects simultaneously.
• Ability to organize, file and maintain data in a standard manner.

Physical Activity/Dexterity:

• Manual dexterity sufficient to reach/handle items and work with fingers. Works with fingers and perceives attributes of objects and materials.

Physical Environment Demands:

• Must be able to remain in a stationary position 90% of the time.
• The person in this position needs to occasionally move about inside the office to visit other offices, conference rooms, office machinery, etc.
• Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and telephone.
• Constantly positions self to operate on a computer.
• The person in this position frequently communicates with other people throughout each day. Must be able to exchange accurate information when conversing.

Working Conditions/Environment:

• Well-lighted, heated and/or air-conditioned indoor office setting with adequate ventilation.
• Moderate noise (e.g. business office with computers and printers, light traffic).

Work Schedule/Hours:

• Monday through Friday; 8:00am - 5:00pm.
• Available for overtime, as needed.

Travel:

• Minimal overnight travel (up to 10%) by land and/or air.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)