HAWTHORN BANK Job Description Job Title: ICA Sales Assistant / Marketing Specialist Reports To: ICA Sales Representative FLSA Status: Non-Exempt Division: Trust Department: Trust Location: West Prepared By: Jill Corrigan Prepared Date: 05/27/2009 Approved By: Sr. Management Approved Date: 06/09/2009 SUMMARY This position is responsible for assisting the Investment Centers of America Sales Representatives. This position performs tasks associated with the execution of the marketing plan (e.g., media ads, direct mail, seminars, and client events). This position will also perform general clerical duties and update the database containing prospective and current customer information. This position has access to confidential information and is expected to exercise professionalism and discretion in all relevant matters. Work is performed within the framework of standard ICA and bank policies and procedures. Deviations from normal procedures and/or questions are referred to the supervisor. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. Prepare media advertisements (e.g., obtain quotes, schedule advertisement placement, deliver information to vendor, review and approve bills); assists ICA Representatives with all details associated with seminars and client appreciation events. Answer telephone, take and transmit messages; greet and screen visitors; provide general secretarial support to ICA Representatives; order supplies for department as needed; send and receive faxes; open and sort mail; process outgoing mail; file; schedule appointments for ICA Representatives. Type, proofread, edit, and publish correspondence, memoranda, reports, forms, etc. Perform alpha/numeric data entry to update computerized database containing prospective and current client information. Obtain any outstanding documentation to ensure client files are complete and meet all regulatory requirements. Issue receipts to clients for checks, securities received and/or insurance contracts. Maintain supply of ICA product and service literature. Prepare and submit weekly and quarterly call reports; prepare monthly board reports and blotter reports. Perform project work (e.g., bond promotion, annual client reviews, etc.) Cross-sells bank services when appropriate; refer individuals to other areas of the bank for assistance. Comply with all banking regulations, policies and procedures. NON-ESSENTIAL DUTIES & RESPONSIBILITIES include the following. Other duties may be assigned. Maintain educational and professional expertise through attendance at job related seminars, conferences, and workshops and involvement in professional, civic, and community groups in leadership positions. SUPERVISORY RESPONSIBILITIES None. 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. EDUCATION and/or EXPERIENCE Graduation from high school or possess a GED certificate. Possess a Life & Health License and Series 6 Certification. Possess at least two years of clerical work experience. Formal education may be substituted for work experience. LANGUAGE SKILLS Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization. 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 apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. OTHER SKILLS AND ABILITIES Must have the ability to operate PC and printer, copy and fax machines and telephone. Must have good working knowledge of word processing and spreadsheet software programs. Advanced PC knowledge including ACT. KEY CONTACTS--Internal and External Has frequent contact with customers, brokerage firms, and advertising agencies. CERTIFICATES, LICENSES, REGISTRATIONS Valid driver’s license. 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 sit and talk or hear. The employee frequently is required to use hands to finger, handle, or feel and reach with hands and arms. The employee is occasionally required to stand; walk; climb or balance; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, 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. The noise level in the work environment is usually moderate. COMMENTS Position may require occasional overnight travel to attend various training sessions. Position may require the ability to work before or after normal business hours to attend various meetings and meet with clients.