Administrative Assistant

Administrative Assistant Department:

Administration Job Description FLSA Status :

Non-Exempt, Hourly

BASIC FUNCTION

- Provides effective, efficient support services to the CEO and the board of directors. Provides confidential and other secretarial information to the CEO and others as directed. Serves as recording secretary for meetings of the board of directors and provides staff services to the board and general staff as required or requested.

DUTIES AND RESPONSIBILITIES

Maintains a safe working environment by adhering to policies, procedures, and regulations. Prepares correspondence for the administrative department and various other departments by typing and collecting information. Enhances Manager of Consumer Services use of time by assisting with planning for the annual membership meeting and other member meetings and assists the Manager of Humans Resources by coordinating employee activities such as the family picnic and Christmas party. Supports Senior Staff administrative functions to make efficient use of time as needed and or deemed appropriate by CEO. Prepares documents by transcribing information; initiating and preparing purchase orders; keeps Emergency Operations Plan updated (such as change of addresses on critical accounts), Tariff Manual, Board Policy notebook, management policy handbook and prepares other documents as required. Provides reference materials by maintaining correspondence, posting sales of water heaters, cookbooks, and grills. Assist CEO in their absence by receiving calls and visitors. Conserves resources by maintaining an economical and efficient supply of office materials and by assisting employees with issues with the primary copier and fax machine. Help others by performing other related duties as may be requested, opening and distributing mail. Assist the Board of Directors by recording accurate and precise minutes of all regular and special board meetings and all meetings of the membership in a timely manner; and by conducting the Nominating Committee meeting in accordance with the WCEC bylaws. Prepare board packets and meeting materials. Arrange meals and refreshments for board meetings. Assist the CEO by preparing, reviewing, researching consumer correspondence, conducting studies and researching special topics; by keeping accurate and up-to-date administrative files; by providing Board related information; and by participating with affiliated organizations. Prepares CEO'S expense reports monthly for reimbursement of cash and payment of credit and payment of credit card expenses, coding to the proper general ledger account number. Secures travel arrangements for the CEO, the Board of Directors, and employees. Provides reservation confirmations, expense report forms, and hotel tax exemption certificates to the same and assists, when necessary, in compiling expense reports after travel is complete. In addition, other responsibilities may be assigned to perform other duties from time to time.

Note:

This job description lists major responsibilities. They are not intended to cover every aspect of the position. The scope and duties of a given position may change or be temporarily altered based on the business need of the Cooperative. The basic requirement of every position is to perform all tasks safely and as assigned by the respective supervisor.

QUALIFICATIONS

High School Diploma or GED. (minimum requirement) Associate's degree in office management, business administration, or related field preferred or a minimum of (2) years of administrative assistant experience. Proficient knowledge of computer

Operations:

Microsoft Outlook, Microsoft Office, and Microsoft Excel. Must have a thorough working knowledge of secretarial and office management practices. Strong Customer Service skills required. Demonstrates problem-solving, data analysis, and critical thinking skills. Ability to effectively present information and respond to questions from managers, customers, and the public.

WORK BEHAVIOR

Must be a great team player. Must be well organized. Must have a positive attitude. Must be professional and dependable. Strong and positive leadership. Must maintain strict confidentiality in the performance of duties.

WORKING CONDITIONS

Good physical condition: Sitting (80%), Standing/walking (20%), bending, lifting (10lbs. minimum) Effective time management is essential. Must be able to handle multiple tasks with varying timelines and changing priorities. Must have effective oral and written communication skills. Strong organizational skills and exceptional attention to detail. Must have the ability to type with speed and accuracy to complete assigned duties. Must be able to compose correspondence and develop reports. Essential functions require talking, hearing, and seeing. Common and complex eye, hand, and finger dexterity required. Must be available to attend all scheduled Board of Directors meetings, including monthly after-hours meetings and occasional special meetings or events. On call during emergencies. Occasional travel for training.

REPORTING RELATIONSHIPS

Reports to: CEO