Administrative Officer - Billings, MT

  • First Interstate Bank
  • Sep 30, 2021
Full time Administration Customer Service

Job Description

SCOTT FAMILY SERVICES OVERVIEW

Scott Family Services (SFS) is an administrative family office created in 2001 to serve the Scott Family. SFS strives to simplify the lives of our clients by managing financial and administrative responsibilities for them, offering a variety of high-end, confidential, customized, client-focused services performed by professionals who have an expertise in both finance and administration.

 

Our services include personal accounting, budgeting and cash flow planning, bill paying, tax planning and compliance, estate planning and administration, shareholder relations, philanthropy administration, family unity, family governance, concierge, and lifestyle management. Scott Family Services also works together with FIBK specific to the needs associated with the Scott Family’s controlling ownership of FIBK.

 

SUMMARY

This position works closely with the President of SFS to ensure efficient and effective operation by providing technical and clerical assistance to SFS and related Scott Family members and entities. This position addresses tight deadlines and a multitude of accounting activities including general ledger preparation, financial reporting, and the support of other family office tasks. This role will have contact with clients and outside advisors/vendors which requires strong interpersonal communication skills, both written and verbal. The successful candidate sought is a high impact professional, who thrives in a team environment, and will be motivated by the mission and values of the Family.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

 

Personal & Professional Services

  • Maintenance of QuickBooks for various Scott Family members and related business entities. Responsible for double entry accounting system which provides financial statement information for various Family members and related business entities.

  • Maintain client records and file documentation in such order that files may be readily reviewed.  Files will be complete and organized.

  • Administration of bill paying/payroll functions for various Family members and related business entities including scheduling and payment of invoices. Perform overview of financial statements for inconsistencies and opportunities of increase revenue generation or cost savings.

  • Quarterly preparation and mailing of customer billings statements in addition to account receivable management and review.

  • Monthly bank/trust statement account reconciliation for all Family members and business entities that utilize these services from SFS.

  • Administration of intra-family cash management database involving daily transfer and depositing of Family member funds.

  • Property management and coordination for Family members that utilize these services from SFS.

  • Provide prompt response to all customer inquiries and requests.

  • Coordinate insurance (health/home/vehicle/boat/plane) renewals/changes in service.

  • Create efficiencies in existing processes.

  • Become a trusted advisor to our clients by delivering expertise in a timely and personal way

  • Manage completeness, accuracy, and timeliness of client deliverables.

  • Utilize various technologies to add value to the client experience.

  • Interface with clients and coordinate with team through virtual processes and platforms.

 

Tax Support

  • Direct assistance with individual and entity income tax preparation during tax season (February – mid April) primarily involving data retrieval and input into tax software package.

  • Generating and processing quarterly tax payments.

 

Office Administration

  • Front desk coverage welcoming and directing customers, setting up meetings, processing mail, maintaining office calendar.

  • Maintaining department supplies, and monitor/arrange for equipment maintenance.

  • Maintain scheduling of the 7th floor conference room and videoconferencing equipment.

  • Work closely with IT vendor as required.

Other

  • Collaborate with team members to support overall company goals and objectives.

  • Provide support for Family Unity events and Family Governance meetings.

  • Occasional travel required. Other duties/projects as assigned.

 

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Individual must also possess strong organizational, interpersonal and communication (written and verbal) skills. Excellent analytic, critical thinking, and organizational skills with a precise attention to detail. Demonstrated experience working both independently and in teams in a fast-paced environment. An ability to anticipate and solve problems proactively. An ability to handle and complete efficiently and effectively multiple tasks and assignments on regular deadlines. This position requires the ability to properly prioritize workload.  Position requires the ability to meet and deal with shareholders, board members, the public and co-workers in a friendly, professional manner. Ability to handle highly sensitive and confidential matters. The position requires flexibility, as priorities change and as needs arise to assist other department colleagues. Also requires emotional intelligence and executive presence. Professional grooming and adherence to dress code.

 

EDUCATION and/or EXPERIENCE

A Bachelor’s Degree in Accounting or Finance or an equivalent combination of experience and education. Three to five years of related experience. Proficiency with computer software including Microsoft Excel, PowerPoint, Word, Outlook, Teams, Zoom and QuickBooks Enterprise with strong 10-key ability. Experience utilizing accounting software (ATX preferably) and an understanding of income tax concepts.

 

LANGUAGE SKILLS

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.  Ability to write reports, business correspondence, and procedure manuals.  Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the public.

 

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

 

REASONING ABILITY

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.  Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Decision making ability, analytical skills, organization, and prioritization skills essential.

 

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

While performing the duties of this job, the employee is regularly required to stand, walk, sit, and talk or hear.  The employee frequently is required to use hands to finger, handle, or feel.  The employee is occasionally required to reach with hands and arms and stoop, kneel, crouch, or crawl.  The employee must occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision, color vision, depth perception, and ability to adjust focus.

 

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

Scott Family Services is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regards to race, color, religion, sex, national origin, disability status, protected veteran status, sexual orientation, gender identity or any other characteristic protected by law.



**If you are a current FIB employee, please apply through the Career Worklet in the Employee Portal.