Coleman County Electric Cooperative, Inc. Executive Assistant/Human Resources Position Description

Transcription

1 Coleman County Electric Cooperative, Inc. Executive Assistant/Human Resources Position Description GENERAL DESCRIPTION: To provide general administrative duties to the CEO/General Manager, provide and assist in the operation and evaluation of all employee benefits and records including compliance with all state and federal laws, training records and NRECA, CBA or other insurance programs and policies. REPORTS TO: CEO/General Manager ENVIRONMENT: Not considered a hazardous job; works in usually a comfortable environment. EXTERNAL CONTACTS: General public, prior member-owners, member-owners, Airlines, Hotels, Travel Agencies, Insurance Carriers, Board of Directors, Attorney, Auditor, Engineering Consultants, CFC Representatives, other utility officials, statewide, regional and national rural electric organizations. INTERNAL CONTACTS: CEO/General Manager, Staff and employees. DUTIES AND TASK OF THE JOB: Performs administrative duties for the CEO/General Manager. Makes travel arrangements for CEO/General Manager, Board of Directors and all other employees. Prepare all material pertaining to board minutes, agenda, outages, hours and miles and other reports and materials for the monthly Board Report. Ensures that the Board of Directors are informed of director training courses and handles their registration and travel arrangements. Receive and compile all reimbursement vouchers for Board members and maintain data for the Form 990. Total up yearly the Director Hours and have them fill out the Questionnaire for our Auditors. Keep a monthly voucher on Directors expenses. Organizes employee meetings, general meetings and special events as requested. Keep a file of all meetings with the employees and everything that I hand out to them. Develops and maintains a schedule of all meetings, appointments and reservations for the CEO/General Manager, Board of Directors and employees. Prepares agendas and folders and keeps everyone informed. Prepares CCEC s Annual Meeting and coordinates nominating committee to ensure compliance with the requirements of the cooperative bylaws. Prepares

2 materials and coordination of all other annual meeting duties. Make sure everyone outside the cooperative is notified and make sure the set-up of the annual meeting runs smoothly. Participates as a staff member and attends staff meetings, as well as other meetings, that may be required from time to time. Responsible for developing and maintaining an efficient filing system to ensure quick and efficient availability of documents. Maintain corporate records, bylaws, articles of incorporation and any other correspondence pertaining to corporate matters. Performs functions of human resources, which include maintaining complete and accurate permanent personnel files, reviews and updates records as necessary in compliance with cooperative policies and state and federal regulations. Annual Work Plan and Budget preparation and assist putting together monthly figures to develop the Annual Budget. Responsible for coordinating and preparing the filing of various reports to meet the requirements of the cooperative and outside agencies. Will work closely with staff to identify such projects. Assist in developing cooperative Policy Manual and making revision to the current policies as needed. Developing the Employee Handbook and keeping it current when changes occur within our policies. Updates Job Descriptions as needed. Assist directors and employees if they need help with ipads. Setup the Directors ipads when we update them. Prepares job descriptions and information to be posted on the web-site, Facebook, NRECA, TEC and anywhere else. Recruiting and interviewing job applicant and compiles questions to ask the people interviewing for the jobs. After I offer someone the job then I do background and motor vehicles checks and schedule their physicals. Mail out letters to the people that didn t get the job. Responsible for the keying in Workers Comp into the Texas Mutual Insurance site. Perform monthly audits and spreadsheets for Medical, Dental, Supplemental, 401(k), R&S and HSA reports that I balance to NRECA, Payroll, General Ledger

3 and HSA Bank. Make copies of Bank Sheets, RVI and IXP Statement for the R&S, 401k, 401k Loan, HSA and Medical, Dental and Supplemental. Prepares all the paperwork for the Property and Casualty Insurance and work prepare Contracts for cooperative contractors and obtain all the Certificates of Liability. Hand out all the vehicle liability cards. Make all copies of the SPD s, SMM s, through out the year, plus all policies that the employees have to have through out the year. Bulletin Boards are kept up to date and accurate for the front and back boards. Administers R&S, 401k, 401k Loan, Dental, Supplemental, Medical and HSA, to include enrolling new employee(s) and/or dependents and making changes and deletions to these programs. Keep all directors and employees up to date on any changes. Provide accurate information and assistance to all cooperative personnel. Initiates, guides and coordinates employee communications in understanding their benefit programs, by one on one, employee meetings and thru paystub inserts. Type up Directors and Retirees monthly drafts and prepares payroll deduction sheets for employees. Schedules the Random Drug Testing for DOT and Non-DOT employees. Maintains the DOT file on employees and keeps them in a locked filing cabinet. Keeping up with when employees DL expires, when their Med-Certs are coming due to schedule them for the physical. Check on the computer system after they do the physical and go by driver s license place to be sure everything is updated. Make copies of their new driver s license when they come in. Help Customer Service answer phone, run checks and stubs for payments to be keyed in the computer or anything else they need help with when I have time. Keep up with and key in the employee s cell phone bill and usage to a spreadsheet to keep up with the expense monthly. Prepare monthly distribution information to employees to keep them up to date and informed on information that needs to be addressed. Update NRECA and NRUCFC information. Work with AFLAC and NRECA on scheduling meetings for the employees. Opens and sorts the CEO/General Manager s mail and answers routine correspondence as needed, signs general fund checks, prepares all correspondence for Property and Casualty Insurance quote, coordinates the

4 Service Awards & Years of Service Awards and Christmas party. Assist CEO/General Manager with the compliance of the HIPAA Privacy Policy. Work on all spreadsheets to give to Synda for W2 s. After Synda does W2 s I have to compile my information and send to NRECA for the Non-Discrimination Compliance. Key in employee s new salaries in October to transmit to NRECA. Attend conferences and training that will improve the administration and human resources responsibilities. Schedule training for supervisors and keep up with all the classes and workshops all employees have taken. Assist in updating of the Emergency Response and Disaster Plan. Update cooperative Tariffs and send to appropriate personnel. Update new employees and employees that terminate on the IXP computer system with the dependent information. Update the employees insurance dates every year to prepare for Synda when she runs the 1095-B for each employee. Keep up with monthly fuel and transportation cost spent on each unit and at the end of the year I have a spreadsheet that I have to put together to give Becky on the cost of what each unit cost to do a Performs any other duties as directed by the CEO/General Manager for other personnel or Supervisors. Note: Nothing in this job description restricts management s right to assign or reassign duties and responsibilities to this job at any time. PHYSICAL DEMANDS: Sedentary work requiring sitting at a desk most of the time to operate a computer, ipad or calculator or standing to operate a copy machine, requires repetitive motions with hands and fingers, good vision and hearing and ability to speak; must be able to read, write and perform mathematical calculations; requires conducting research; must lift approximately 50 pounds; present information to others and work under stress. EDUCATION AND EXPERIENCE REQUIREMENTS: At least (5) five years of office experience. High school diploma or equivalent is required and degree in business, accounting, human relations or finance skills is preferred. Personal computer skills in the use of spreadsheets and word processing are required. Ability to communicate with employees concerning their benefits is required.

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