Administrative Assistant – Part time / Temporary

Classification: Non-Exempt

Salary Grade/Level/Family/Range: 1

Reports to: Department VP

Date: 1/30/23

JOB DESCRIPTION

Summary/Objective

Promote cooperative programs and services to the membership.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Other duties may be assigned.

• Contact members by phone, email and letter regarding cooperative programs and services.
• Process office paperwork as applicable.
• Track work and maintain records for the department.

Competencies

• Ethical conduct
• Oral and written communication skills
• Self-motivation
• Tact and Professionalism
• Collaboration skills
• Innovation
• Accuracy

Supervisory Responsibility

None

Work Environment

This job operates in a clerical, office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands

This is largely a sedentary role; however, the employee may be required to walk or stand occasionally, use hands, fingers to handle, or feel, and reach with hands and arms; stoop, kneel, crouch or crawl. The employee is regularly required to talk or hear. The employee must regularly lift and/or move up to 10 pounds.

Travel

Periodic travel to state and local destinations, as well as some interstate travel is required.

Required Education and Experience

• High School graduate with business courses and customer service experience.
• Proficient use of telephone, computer, and communication equipment.
• Experience in meeting and dealing with people both over the telephone and in the office.

Additional Eligibility Qualifications

• Valid Driver's License.
• Legally eligible to work in the United States.

AAP/EEO Statement

Aiken Electric Cooperative, Inc. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Due to the nature of an electric utility, all employees are subject to working extended hours, holidays, nights, and weekends with or without notice. All employees of Aiken Electric Cooperative, Inc. may be required to work during Annual Meeting. Additional duties or responsibilities may be assigned.

NRECA Electric Cooperative Employee Competencies

Core Competencies
The knowledge, skills, and abilities linked to successful performance regardless of role or expertise.

Business Acumen
Integrates business, organizational and industry knowledge to one's own job performance

Cooperative Principles and Practices
Demonstrates an appreciation of the co-op business model

Industry Principles and Concepts
Knows the basic and emerging principles and concepts that impact the energy industry

Business Fundamentals
Integrates knowledge of internal and external business structures and processes into daily practice

Technical Credibility
Keeps current in area of expertise and demonstrates competency within areas of functional responsibility

Political Savvy
Understands the impacts of internal and external political dynamics

Resource Management
Uses resources to accomplish objectives and goals

Service and Community Orientation
Anticipates and meets the needs of internal and external customers and stakeholders

Technology Management
Keeps current on developments and leverages technology to meet goals

Personal Effectiveness Demonstrates a professional presence and a commitment to effective job performance

Accountability and Dependability
Takes personal responsibility for the quality and timeliness of work and achieves results with little oversight

Business Etiquette
Maintains a professional presence in business settings

Ethics and Integrity
Adheres to professional standards and acts in an honest, fair and trustworthy manner

Safety Focus
Adheres to all occupational safety laws, regulations, standards, and practices

Self-Management
Manages own time, priorities, and resources to achieve goals

Self-Awareness / Continual Learning
Displays an ongoing commitment to learning and self-improvement

Interactions with Others
Builds constructive working relationships characterized by a high level of acceptance, cooperation, and mutual respect

Collaboration/Engagement
Develops networks and alliances to build strategic relationships and achieve common goals

Interpersonal Skills
Treats others with courtesy, sensitivity, and respect

Communication
Clearly and concisely conveying information and effectively listening and responding to others

Negotiation and Conflict Management
Manages and resolves conflicts and disagreements in a constructive manner

Cooperation and Teamwork
Works well with others and within teams to achieve goals

Diversity Awareness
Considers, respects, and adapts individual differences

Problem-Solving Exercises good judgment to make well-informed decisions and to develop and implement effective solutions

Initiative
Is proactive and looks for opportunities to make a difference

Critical Thinking and Decision Making
Uses knowledge, facts and data to effectively solve problems and make decisions

Innovation/Creativity
Is able to be an original thinker and go beyond conventional approaches

Resourceful/Achievement Oriented
Focuses on improving performance, meeting or surpassing goals, and producing results

Flexibility
Remains open to new ideas, information, and approaches

Administrative
Provides a wide variety of administrative and clerical support to the co-op's CEO, management team, and board members, enabling smooth daily operations at the co-op and adherence to the co-op's policies.

Management Support
Provides administrative and clerical support to management. Serves as liaison between manager and co-op staff.

• Serves as receptionist for manager; performs gatekeeping duties, such as coordinating the manager's mail, email, telephone inquiries, visitors asking to meet with the manager.
• Over the phone and in-person, speaks in confident, clear and concise sentences to ensure understanding of the message and to project a positive image of the co-op.
• Locates and assembles information from various reports, briefings and meetings as needed by management.
• Maintains manager's appointment calendar; schedules appointments based on manager's priorities and availability.
• Arranges travel, prepares itineraries, and registers management as needed for meetings, conferences, and classes.
• Provide administrative and clerical support for management, including mailing, scanning, faxing and copying.
• Drafts letters, memos, emails, reports presentations, newsletter articles and/or intranet articles to communicate management's plans, decisions, policies, or directives. ·
• Keeps manager(s) informed about progress and problems with co-op staff and members; avoids surprises.
• As needed, makes purchases on behalf of the co-op or board (such as flowers for ill employees/board members, and gifts for service awards).

Office Organization and Management
Ensures co-op staff has supplies and equipment needed to perform their daily work.

• Accurately tracks, monitors, and purchases office equipment and inventory to ensure office productivity.
• Identifies and describes the methods used for checking and maintaining inventory.
• Distributes all policy/resolutions, revisions and notices to staff and maintains manuals, employee handbook, International Brotherhood of Electrical Workers (IBEW) contract and required notices.
• Adheres to the co-op's policies regarding the options for purchasing and procurement of office equipment, software, supplies, etc.
• Obtaining office equipment, software, supplies, etc. within a set budget.

Project Management
Demonstrates knowledge of the steps required in starting, organizing, planning, and managing a project.

• Develops and uses systems to organize and keep track of work progress for multiple projects.
• Prioritizes tasks in a work environment that may at times be fast paced, have frequent interruptions, and shifting deadlines.
• When appropriate, delegates tasks to others with the necessary skill set for completing the task.
• Keeps key stakeholders informed about project's progress.

Information/Records Administration
Effectively compiles, organizes, analyzes, stores and retrieves printed and electronic information.

• Identifies and adheres to the filing rules and standards for the co-op's electronic and hard-copy files (e.g., requirements outlined in co-op policies, Rural Utilities Service's records retention requirements, etc.).
• Identifies and adheres to the information security procedures involved in maintaining, backing up, and storing electronic and hard-copy files.
• Understands the common ways of storing and transferring data, and the types of media appropriate for each.
• Gathers necessary information from board members and compiles required reports (e.g., the IRS Form 990) for review by management and the board.
• As needed, makes purchases on behalf of the co-op or board (such as flowers for ill employees/board members, and gifts for service awards).
• Ensures that the confidentially of sensitive information is maintained.

Financial/Budget Administration
Plans and monitors the use of expenditures to meet co-op or department objectives and compliance; prepares budget documents and reports.

• Develops co-op's (and/or department's) budget, based on the organizational objectives and strategic goals.
• Monitors and reconciles the co-op's (or department's) budget, including the tracking of invoices and managing of expenses.
• Processes expense reports for management and board members.

Board Member and Board Meeting Support
Together with the management team, ensures the board members have the information and education they need to fulfill their roles at the co-op.

• Coordinates the communication regarding board vacancies, board elections, and director qualifications.· Coordinates the board member election, ensuring there are no opportunities to compromise the integrity of the election.
• Coordinates the board member election, ensuring there are no opportunities to compromise the integrity of the election.
• Coordinates the orientation of new board members.
• Arranges travel, prepares itineraries, and registers board members as needed for meetings, conferences, and classes.
• Schedules board meetings, ensuring that everything needed for the meeting is available at the location (e.g., internet connection, computer, projector, catering).
• Schedules board meetings, ensuring that everything needed for the meeting is available at the location (e.g., internet connection, computer, projector, catering).
• Works with the board secretary to communicate the board meeting agenda, location, date and time to all board members according to the co-op's bylaws and policies.
• Prepares and distributes the board packet, including all necessary information, documents or reports prior to the meeting according to the board's policies.
• If serving as recording secretary, records minutes of the meeting that accurately reflect any actions taken by the board.
• Works with the CEO and board chair to produce, distribute and retain the board's meeting agenda, meeting minutes, and board resolutions according to the co-op's bylaws and state or federal regulations.
• Supports policy development and maintenance by including policy reviews on board agenda and by maintaining hard and electronic copies of policy manuals and tracking revisions and recording date of change per public service commission (PSC) and IRS policy board audit requirements.

Event or Meeting Planning
Coordinates the logistical aspects of co-op member meetings, such as the co-op's Annual Meeting.

• Schedules meetings, ensuring that everything needed for the meeting is available at the location (e.g., internet connection, computer, projector, video conference, flipchart, catering).
• Establishes a realistic and sound budget for the meeting, or stays within the budget set up by management.
• Supports selection and contracting of the venue (e.g., hotel ballroom, church hall, football stadium), and coordinates the decorations/signage for the meeting or event.
• Aids in the development of the agenda for the meeting, ensuring that all needed information (e.g., financial reports) are made available for audience.
• Works with co-op communicator to promote the meeting through various channels, helping to ensure a large attendance.
• Takes notes during the meeting and distributes meeting minutes afterwards.
• Plans and tracks the numerous tasks and details involved in developing and coordinating a meeting (such as meeting room design, audio-visual equipment, speaker preparation, prizes, and food/beverage management).

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