Retirement Plan Services Administrative Support Manager

First American Bank was founded in Chicago, and over the years has expanded throughout Wisconsin and Florida. As the largest privately held bank in Illinois, we now have over 60 locations and assets of $5+ billion. We are a community bank at heart with international expertise, traditional values, and a forward-looking philosophy. Our employees have the experience and vision to meet the needs of savers, borrowers, and businesses in the 21st century. First American Bank can offer employees a level of visibility, career growth, and stability that is difficult to find in many larger corporations.

The Retirement Plan Services Administrative Support Manager leads the Administrative Support Team within the Retirement Plan Services Department, overseeing the delegation and review of both routine clerical duties and more complex administrative functions. This manager combines strategic oversight with hands-on involvement, requiring the manager to actively engage in day-to-day operations-particularly during high-volume periods or when navigating intricate challenges-to ensure seamless support and service delivery.

DUTIES & RESPONSIBILITIES:

Provide direct oversight of daily operations for the Administrative Support team within the Retirement Plan Services Department, including task coordination, workload prioritization, and performance evaluation. Prepare and deliver formal performance reviews.
• Oversee departmental billing operations with advanced proficiency in QuickBooks, ensuring precise data entry, and thorough reconciliation. Reconcile divisional bank accounts and transfer of funds as necessary.
• Monitor employee attendance, work quality, and adherence to company policies and procedures.Offer timely, constructive feedback to direct reports to promote staff development, and administer corrective action as needed.
• Responsible for hiring, employee training, staff development, timecard approval, scheduling, and direct assistance with coverage of daily workloads when needed.Facilitate the cross training of staff to ensure that all shifts always have adequate coverage.
• Maintain and implement administrative procedures and workflows-leveraging automation tools-to enhance efficiency, reduce manual tasks, and ensure consistency across the team. Streamline routine processes, improve accuracy, and free up time for strategic initiatives.
• Responsible for day-to-day production monitoring to ensure the timely completion of the daily workload.Produce and maintain a staffing calendar for the team to make sure adequate coverage is met.
• Maintain workflow logs and ensure proper documentation of administrative processes.
• Collaborate cross-functionally with internal departments to align administrative practices with business goals.
• Supervise the fulfillment of periodic client and plan-related information requests, ensuring timely and accurate responses.
• Maintain and update templates housed on SharePoint utilized by the Retirement Plan Services Department.
• Accurately enter, update, and maintain comprehensive client records in the CRM system, ensuring data integrity and supporting seamless reporting across departments.
• Oversee the organization and retention of offsite storage for active and terminated plans.
• Provide direct assistance with administrative tasks and clerical duties as needed to support team operations and meet business demands.
• Conduct and complete additional assignments/projects as designated by management.

QUALIFICATIONS:

• High school diploma or equivalent required. Associate degree preferred.
• Minimum of five years of management experience in administrative support or general business operations.
• Solid understanding of basic accounting principles, with hands-on experience using accounting software for invoicing and collectables.
• Qualified military veterans are encouraged to apply.
• Must be professional, comfortable speaking with external and internal contacts with a demonstrated ability to tailor the message appropriately to the audience and situation effectively.
• Demonstrated ability to convey thoughts and ideas effectively and succinctly via written formats, including emails, letters, and electronic platforms. Maintain professional standards relating to spelling and grammar.
• Maintain credibility through professional demeanor, appearance, and presence by modeling standards appropriate to our environment and industry.
• Maintain good working relationships with internal partners by exhibiting exemplary interpersonal skills, adopting a constructive, solutions-focused approach.
• Use sound professional judgment to balance the interests of the organization and customer, understanding and using available resources to mitigate risks.
• Proven ability to be adaptable under tight deadlines.
• Proficiency with Microsoft 365 products and applications, including the ability to effectively prepare or review documents, procedures, and reports.
• Demonstrated ability to learn new systems and applications, as well as the ability to understand, adapt and adjust responsibilities/workflows as a result of system upgrades.
• QuickBooks experience preferred.
• Occasional travel to other First American Bank locations, Bank functions, and training facilities may be required.
• Typical schedule is Monday through Friday 8:00 a.m. to 5:00 p.m. Additional hours will be required depending upon business need.
• Punctuality is required to maintain First American Bank's customer service standards.