Administrative Assistant
Wellby Financial · Webster, TX · 1 mo ago
AdministrativeFull-time
We need to output HTML fragment with sections: About the role? The posting includes Position Summary, Principal Duties And Responsibilities, Knowledge, Skills, And Abilities (KSA), Supervisory Responsibilities, Complexity & Scope of Work, Physical Demands & Work Environment, Minimum Qualifications, For All Candidates (which includes Full-Time, Hourly (non-exempt) role, EEO etc). We must remove boilerplate: EEO, equal-opportunity, scam-warning, application instructions, cookie/navigation/legal. Also remove duplicated lines. Must not repeat job title as heading. Must not put Job ID/requisition numbers as headings (none present). Must include a section only when posting has real specific content. Must not emit heading with filler like "commensurate with experience". Pay/Schedule/Benefits sections only if posting actually states them. The posting does not mention pay, schedule, benefits explicitly. It mentions Full-Time, Hourly (non-exempt) role. That's schedule? It's schedule type (full-time) and pay type (hourly). Could we treat that as Schedule? The rule: "never create Pay/Schedule/Benefits sections unless the posting actually states them." It does state Full-Time, Hourly (non-exempt) role. That's schedule and pay type. Should we include a Schedule section? Possibly yes: "Full-Time, Hourly (non-exempt)". But we need to see if that counts as schedule. The rule says include a section ONLY when posting has real, specific content for it. It does have that. So we could add a for section headings (e.g. About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule). The headings we can use: About the role (maybe Position Summary), Responsibilities (Principal Duties And Responsibilities), Requirements (maybe Minimum Qualifications), Skills (Knowledge, Skills, And Abilities), Qualifications (maybe Minimum Qualifications again? But we should avoid duplication). The instruction: "Prefer a few substantive sections over many thin ones." So we could combine some.
We need to preserve all substantive information. Let's extract content:
Position Summary paragraph: "It's fun to work in a company where people truly BELIEVE in what they're doing! We're committed to bringing passion and customer focus to the business. Position Summary The Administrative Assistant supports the Credit Union by providing professional administrative, clerical, and operational support to assigned departments, managers, and business functions. This position helps ensure efficient day-to-day operations by providing meeting support, preparing correspondence, managing records, and handling general office administration. The Administrative Assistant serves as a key administrative resource by organizing information, coordinating routine activities, maintaining accurate records, and supporting departmental initiatives. This role exercises professionalism, discretion, and attention to detail while delivering excellent internal and external service and contributing to a collaborative, productive work environment."
We can keep that as About the role.
Principal Duties And Responsibilities: a long list of bullet-like sentences. We need to convert to
Schedule
withFull-Time, Hourly (non-exempt)
. However we must avoid filler like "not specified". This is specific. Benefits: not mentioned. Pay: not mentioned (no salary). So we omit Pay and Benefits. We need to use for section headings (e.g. About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule). The headings we can use: About the role (maybe Position Summary), Responsibilities (Principal Duties And Responsibilities), Requirements (maybe Minimum Qualifications), Skills (Knowledge, Skills, And Abilities), Qualifications (maybe Minimum Qualifications again? But we should avoid duplication). The instruction: "Prefer a few substantive sections over many thin ones." So we could combine some.
We need to preserve all substantive information. Let's extract content:
Position Summary paragraph: "It's fun to work in a company where people truly BELIEVE in what they're doing! We're committed to bringing passion and customer focus to the business. Position Summary The Administrative Assistant supports the Credit Union by providing professional administrative, clerical, and operational support to assigned departments, managers, and business functions. This position helps ensure efficient day-to-day operations by providing meeting support, preparing correspondence, managing records, and handling general office administration. The Administrative Assistant serves as a key administrative resource by organizing information, coordinating routine activities, maintaining accurate records, and supporting departmental initiatives. This role exercises professionalism, discretion, and attention to detail while delivering excellent internal and external service and contributing to a collaborative, productive work environment."
We can keep that as About the role.
Principal Duties And Responsibilities: a long list of bullet-like sentences. We need to convert to - . The list items are each sentence starting with a capital verb. We'll split them.
Knowledge, Skills, And Abilities (KSA): list of knowledge, skills, abilities. Also convert to
- .
Supervisory Responsibilities: short sentence: "The team member does not have supervisory responsibilities." That's substantive; we could include as a
under a heading maybe "Supervisory Responsibilities". But we might combine with Complexity & Scope of Work? Better to keep separate if content.
Complexity & Scope of Work: paragraph.
Physical Demands & Work Environment: paragraph.
Minimum Qualifications: bullet points? Actually sentences: "High school diploma or equivalent required; Associate degree in Business Administration, Office Management, or a related field preferred. Minimum of two (2) years of administrative, clerical, office support, or coordinator experience required. Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, and Teams) with the ability to learn and adapt to new software applications and systems required. Experience in a financial institution, credit union, or banking environment preferred. Must be bondable."
We can make
- for each.
For All Candidates: includes Full-Time, Hourly (non-exempt) role, EEO statements (remove), accommodation contact (maybe keep? It's EEO/legal boilerplate; we should remove accommodation contact? It's part of EEO/legal. The instruction: remove cookie/navigation/legal/EEO/equal-opportunity/scam-warning boilerplate. So we should remove the accommodation contact lines as they are EEO/legal. Also remove the equal opportunity statements. So we keep only the Full-Time, Hourly (non-exempt) role sentence. Possibly also "Wellby is an equal opportunity..." remove. So we keep just that sentence.
We also need to remove duplicated lines. Ensure we don't repeat.
Now produce HTML fragment with headings
. Use
for prose,
- for lists.
We need to decide which headings to use. Let's map:
- About the role: from Position Summary and introductory fun sentence.
- Responsibilities: Principal Duties And Responsibilities.
- Skills & Knowledge: Knowledge, Skills, And Abilities (KSA). Could be Skills.
- Qualifications: Minimum Qualifications.
- Supervisory Responsibilities: maybe its own heading.
- Complexity & Scope of Work: maybe its own heading.
- Physical Demands & Work Environment: its own heading.
- Schedule: Full-Time, Hourly (non-exempt) role.
We should avoid too many thin sections. But each has substantive content. Could combine Supervisory Responsibilities and Complexity & Scope of Work? They are distinct. But maybe we can keep them.
We must not create heading with filler. All have content.
Now produce HTML.
Let's extract exact sentences.
Position Summary paragraph: Let's copy exactly:
"It's fun to work in a company where people truly BELIEVE in what they're doing! We're committed to bringing passion and customer focus to the business. Position Summary The Administrative Assistant supports the Credit Union by providing professional administrative, clerical, and operational support to assigned departments, managers, and business functions. This position helps ensure efficient day-to-day operations by providing meeting support, preparing correspondence, managing records, and handling general office administration. The Administrative Assistant serves as a key administrative resource by organizing information, coordinating routine activities, maintaining accurate records, and supporting departmental initiatives. This role exercises professionalism, discretion, and attention to detail while delivering excellent internal and external service and contributing to a collaborative, productive work environment."
We'll keep as is.
Now Responsibilities list: Let's extract each bullet:
- Willingness and ability to exhibit Wellby Core Values every day.
- Works purposefully and is driven to provide the best team member experience.
- Provides reliable administrative, clerical, and operational support to assigned departments, leaders, and team members to promote efficient daily operations and timely completion of departmental priorities.
- Coordinates meeting logistics, including calendar invitations, room reservations, virtual meeting setup, attendance confirmations, agendas, materials, and related follow-up items.
- Assists with executive, leadership, Board, or committee meeting preparation, including compiling materials, coordinating logistics, maintaining confidentiality, and supporting follow-up activities as assigned.
- Receives, screens, routes, and responds to routine communications, inquiries, and requests in a professional, timely, and service-focused manner, escalating non-routine matters as appropriate.
- Maintains organized electronic and physical filing systems, ensuring records are accurate, accessible, appropriately retained, and handled in accordance with confidentiality and records management expectations.
- Monitors office supply inventory, prepares supply orders, coordinates equipment service or maintenance requests, and communicates with vendors or internal partners to support a well-functioning office environment.
- Prepares, formats, proofreads, copies, organizes, and distributes meeting materials, correspondence, reports, presentations, and other documents using established templates and brand standards.
- Provides professional member service and administrative support to internal and external stakeholders by responding courteously, gathering information, completing routine requests, and directing stakeholders to the appropriate resource.
- Assists with departmental projects, events, and initiatives by tracking assigned tasks, organizing information, preparing materials, and following up on routine action items to support timely completion.
- Processes routine administrative transactions such as invoices, purchase requests, expense reports, travel arrangements, registrations, and related documentation in accordance with established procedures.
- Performs routine data entry, updates logs, spreadsheets, contact lists, and tracking tools, and reviews information for accuracy and completeness.
- Supports office visitors, deliveries, shared office resources, and general workplace coordination to help maintain a professional, organized, and welcoming office environment.
- Maintains discretion and confidentiality when handling sensitive business, member, team member, or leadership information. Complies with applicable confidentiality, information security, records retention, and regulatory expectations when handling business, member, team member, or organizational information.
- Performs other related duties as assigned.
Note: Some sentences have two sentences combined (like the one about Maintains discretion...). We'll keep as one list item.
Now Knowledge, Skills, And Abilities (KSA) list: Let's extract each item:
- Knowledge of Wellby’s organizational functions and general operating policies and procedures.
- Knowledge of general office practices and procedures, business English, spelling, punctuation, and arithmetic.
- Knowledge of personal computers and proficiency in utilizing Microsoft Office Suite products and other software.
- Knowledge of administrative and office management practices and procedures.
- Skilled in scheduling meetings and coordinating calendars.
- Skilled in maintaining accurate records and filing systems.
- Skilled in operating computer equipment and general office machines such as personal computers, copiers, projection equipment, audio/video equipment, Microsoft Teams, Zoom Video Communications, and peripheral devices.
- Ability to establish and maintain effective working relationships with team members, management, vendors, members, and other stakeholders.
- Ability to adapt to changing priorities and interruptions in a fast-paced environment.
- Ability to maintain strict confidentiality and safeguard sensitive information.
- Ability to provide administrative support to multiple executives and departments simultaneously.
- Ability to represent the organization in a professional and courteous manner.
- Ability to communicate information and ideas so others will understand. Must be able to exchange accurate information in these situations.
- Ability to work in a fast-paced team environment with exceptional member service skills.
- Ability to communicate clearly and concisely, orally and in writing.
Note: Some items have two sentences (like Ability to communicate information... Must be able...). We'll keep as one.
Now Supervisory Responsibilities: "The team member does not have supervisory responsibilities."
Complexity & Scope of Work paragraph: Let's copy:
"The team member follows Wellby’s policies and procedures, Team Member Handbook, and federal and state laws and regulations in accomplishing assignments.The team member performs a variety of related tasks, most of which are routine but sensitive in nature.Non-routine situations or conflicts are usually referred to the supervisor for resolution.Instructions to the team member may be general or specific in nature.Courses of action are determined by established procedures and/or their leader.The team member’s work is reviewed periodically for accuracy, completion, and compliance with the policies and procedures.Tasks may occasionally have to be coordinated, integrated, and/or prioritized."
We need to add spaces after periods? The original lacks spaces. We'll keep as is but maybe add spaces for readability? We should preserve content exactly? The instruction: Preserve ALL substantive information; do NOT invent or summarize away detail. It's okay to keep as is; adding spaces doesn't change meaning. But we could keep as is.
Physical Demands & Work Environment paragraph:
"The physical demands and work environment characteristics described here represent those that a team member must meet to perform the essential functions of this position successfully. Reasonable accommodations may enable individuals with disabilities to perform essential functions.To perform this job successfully, the team member is frequently required to remain in a stationary position 50% of the time. Daily movements include
- .
Supervisory Responsibilities: short sentence: "The team member does not have supervisory responsibilities." That's substantive; we could include as a
under a heading maybe "Supervisory Responsibilities". But we might combine with Complexity & Scope of Work? Better to keep separate if content. Complexity & Scope of Work: paragraph. Physical Demands & Work Environment: paragraph. Minimum Qualifications: bullet points? Actually sentences: "High school diploma or equivalent required; Associate degree in Business Administration, Office Management, or a related field preferred. Minimum of two (2) years of administrative, clerical, office support, or coordinator experience required. Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, and Teams) with the ability to learn and adapt to new software applications and systems required. Experience in a financial institution, credit union, or banking environment preferred. Must be bondable." We can make
- for each.
For All Candidates: includes Full-Time, Hourly (non-exempt) role, EEO statements (remove), accommodation contact (maybe keep? It's EEO/legal boilerplate; we should remove accommodation contact? It's part of EEO/legal. The instruction: remove cookie/navigation/legal/EEO/equal-opportunity/scam-warning boilerplate. So we should remove the accommodation contact lines as they are EEO/legal. Also remove the equal opportunity statements. So we keep only the Full-Time, Hourly (non-exempt) role sentence. Possibly also "Wellby is an equal opportunity..." remove. So we keep just that sentence.
We also need to remove duplicated lines. Ensure we don't repeat.
Now produce HTML fragment with headings
. Use
for prose,
- for lists. We need to decide which headings to use. Let's map: - About the role: from Position Summary and introductory fun sentence. - Responsibilities: Principal Duties And Responsibilities. - Skills & Knowledge: Knowledge, Skills, And Abilities (KSA). Could be Skills. - Qualifications: Minimum Qualifications. - Supervisory Responsibilities: maybe its own heading. - Complexity & Scope of Work: maybe its own heading. - Physical Demands & Work Environment: its own heading. - Schedule: Full-Time, Hourly (non-exempt) role. We should avoid too many thin sections. But each has substantive content. Could combine Supervisory Responsibilities and Complexity & Scope of Work? They are distinct. But maybe we can keep them. We must not create heading with filler. All have content. Now produce HTML. Let's extract exact sentences. Position Summary paragraph: Let's copy exactly: "It's fun to work in a company where people truly BELIEVE in what they're doing! We're committed to bringing passion and customer focus to the business. Position Summary The Administrative Assistant supports the Credit Union by providing professional administrative, clerical, and operational support to assigned departments, managers, and business functions. This position helps ensure efficient day-to-day operations by providing meeting support, preparing correspondence, managing records, and handling general office administration. The Administrative Assistant serves as a key administrative resource by organizing information, coordinating routine activities, maintaining accurate records, and supporting departmental initiatives. This role exercises professionalism, discretion, and attention to detail while delivering excellent internal and external service and contributing to a collaborative, productive work environment." We'll keep as is. Now Responsibilities list: Let's extract each bullet: - Willingness and ability to exhibit Wellby Core Values every day. - Works purposefully and is driven to provide the best team member experience. - Provides reliable administrative, clerical, and operational support to assigned departments, leaders, and team members to promote efficient daily operations and timely completion of departmental priorities. - Coordinates meeting logistics, including calendar invitations, room reservations, virtual meeting setup, attendance confirmations, agendas, materials, and related follow-up items. - Assists with executive, leadership, Board, or committee meeting preparation, including compiling materials, coordinating logistics, maintaining confidentiality, and supporting follow-up activities as assigned. - Receives, screens, routes, and responds to routine communications, inquiries, and requests in a professional, timely, and service-focused manner, escalating non-routine matters as appropriate. - Maintains organized electronic and physical filing systems, ensuring records are accurate, accessible, appropriately retained, and handled in accordance with confidentiality and records management expectations. - Monitors office supply inventory, prepares supply orders, coordinates equipment service or maintenance requests, and communicates with vendors or internal partners to support a well-functioning office environment. - Prepares, formats, proofreads, copies, organizes, and distributes meeting materials, correspondence, reports, presentations, and other documents using established templates and brand standards. - Provides professional member service and administrative support to internal and external stakeholders by responding courteously, gathering information, completing routine requests, and directing stakeholders to the appropriate resource. - Assists with departmental projects, events, and initiatives by tracking assigned tasks, organizing information, preparing materials, and following up on routine action items to support timely completion. - Processes routine administrative transactions such as invoices, purchase requests, expense reports, travel arrangements, registrations, and related documentation in accordance with established procedures. - Performs routine data entry, updates logs, spreadsheets, contact lists, and tracking tools, and reviews information for accuracy and completeness. - Supports office visitors, deliveries, shared office resources, and general workplace coordination to help maintain a professional, organized, and welcoming office environment. - Maintains discretion and confidentiality when handling sensitive business, member, team member, or leadership information. Complies with applicable confidentiality, information security, records retention, and regulatory expectations when handling business, member, team member, or organizational information. - Performs other related duties as assigned. Note: Some sentences have two sentences combined (like the one about Maintains discretion...). We'll keep as one list item. Now Knowledge, Skills, And Abilities (KSA) list: Let's extract each item: - Knowledge of Wellby’s organizational functions and general operating policies and procedures. - Knowledge of general office practices and procedures, business English, spelling, punctuation, and arithmetic. - Knowledge of personal computers and proficiency in utilizing Microsoft Office Suite products and other software. - Knowledge of administrative and office management practices and procedures. - Skilled in scheduling meetings and coordinating calendars. - Skilled in maintaining accurate records and filing systems. - Skilled in operating computer equipment and general office machines such as personal computers, copiers, projection equipment, audio/video equipment, Microsoft Teams, Zoom Video Communications, and peripheral devices. - Ability to establish and maintain effective working relationships with team members, management, vendors, members, and other stakeholders. - Ability to adapt to changing priorities and interruptions in a fast-paced environment. - Ability to maintain strict confidentiality and safeguard sensitive information. - Ability to provide administrative support to multiple executives and departments simultaneously. - Ability to represent the organization in a professional and courteous manner. - Ability to communicate information and ideas so others will understand. Must be able to exchange accurate information in these situations. - Ability to work in a fast-paced team environment with exceptional member service skills. - Ability to communicate clearly and concisely, orally and in writing. Note: Some items have two sentences (like Ability to communicate information... Must be able...). We'll keep as one. Now Supervisory Responsibilities: "The team member does not have supervisory responsibilities." Complexity & Scope of Work paragraph: Let's copy: "The team member follows Wellby’s policies and procedures, Team Member Handbook, and federal and state laws and regulations in accomplishing assignments.The team member performs a variety of related tasks, most of which are routine but sensitive in nature.Non-routine situations or conflicts are usually referred to the supervisor for resolution.Instructions to the team member may be general or specific in nature.Courses of action are determined by established procedures and/or their leader.The team member’s work is reviewed periodically for accuracy, completion, and compliance with the policies and procedures.Tasks may occasionally have to be coordinated, integrated, and/or prioritized." We need to add spaces after periods? The original lacks spaces. We'll keep as is but maybe add spaces for readability? We should preserve content exactly? The instruction: Preserve ALL substantive information; do NOT invent or summarize away detail. It's okay to keep as is; adding spaces doesn't change meaning. But we could keep as is. Physical Demands & Work Environment paragraph: "The physical demands and work environment characteristics described here represent those that a team member must meet to perform the essential functions of this position successfully. Reasonable accommodations may enable individuals with disabilities to perform essential functions.To perform this job successfully, the team member is frequently required to remain in a stationary position 50% of the time. Daily movements include
- for each.
For All Candidates: includes Full-Time, Hourly (non-exempt) role, EEO statements (remove), accommodation contact (maybe keep? It's EEO/legal boilerplate; we should remove accommodation contact? It's part of EEO/legal. The instruction: remove cookie/navigation/legal/EEO/equal-opportunity/scam-warning boilerplate. So we should remove the accommodation contact lines as they are EEO/legal. Also remove the equal opportunity statements. So we keep only the Full-Time, Hourly (non-exempt) role sentence. Possibly also "Wellby is an equal opportunity..." remove. So we keep just that sentence.
We also need to remove duplicated lines. Ensure we don't repeat.
Now produce HTML fragment with headings