Haywood Electric Membership Corporation

HAYWOOD ELECTRIC MEMBERSHIP CORPORATION

POSITION DESCRIPTION

CHIEF ADMINISTRATIVE OFFICER

DEPARTMENT: Management CLASSIFICATION: Exempt

I. OBJECTIVES

A. Executive in charge of the following functions: General Administration, Human Resources and Strategic Planning. These include the Cooperative’s employment (which entails recruitment, hiring, training, organizational culture, performance management, discipline, termination), wage and salary administration, benefits administration, community relations and Board support.

B. To serve as the cooperative’s primary internal customer service resource for all employees on benefit and related issues.

C. To serve as a resource to all managers and supervisors on matters affecting the employees in their work areas.

II. REPORTING RELATIONSHIPS

A. Reports to: Executive Vice President and General Manager

B. Supervises: Human Resources Specialist, (future reports as position expands)

III. RESPONSIBILITIES AND AUTHORITIES

A. Manages responsibilities in some or all of the following functional areas: recruitment, employee relations, training, development, employment, coaching, job descriptions, succession planning, Affirmative Action reporting, policy development, community relations and Board of Directors support.

B. Provides strategies, objectives, goals, budgets and management controls for all functional areas listed above.

C. Stays abreast of new trends, developments and products and makes recommendations to management regarding the cooperative human resource Page 2

programs, policies, and initiatives.

D. Administers the full scope of cooperative benefit programs requiring education of employees, retirees, directors and dependents by oral presentation and written correspondence.

E. Coordinates drug testing program and post offer employment physicals for new hires. Maintains records for drug testing program.

F. Directs or performs new hire orientations and onboarding efforts. Coordinates and/or performs exit interviews.

F. Assists or delegates the filing of employee insurance claims (medical, disability, workers’ comp, member liability, auto) and follows through to closure.

G. Responds to or assigns inquiries on human resource issues, including but not limited to employment verification, credit checks, position openings, etc.

H. Determine, schedules, and coordinates various meetings (for initiatives such as the employee assistance program and the wellness program) to insure compliance with pertinent provisions of the contracts, discounts obtained and that education/ training is conducted.

I. Directs cost-effective human resources and community relations policies and programs, oversees the documentation for employee retirement and health benefits, recruiting efforts and employee performance reviews.

J. Reviews and updates administrative procedures, reviews and updates position descriptions, personally engage in community events and ensures the highest level of professional, administrative support to the Executive VP/General Manager of HEMC.

K. Compiles and submits EEO-1, Vets 4212, internal monthly loss reports, OSHA 300 log, NRECA 11/15 reporting, 5500 C/R, statewide surveys in a timely and compliant manner. Maintains records on such reports/filings.

L. Prepares and processes changes in employee status - title changes, rate of pay changes and department changes.

M. Oversees the processing of weekly medical and dental check runs, monthly life insurance, benefit invoices and approves for payment. Monitors Cooperative’s partially self-funded medical and dental plans.

N. Serves as or designates a Credit Union back-up officer, which includes calls to employees, ordering loans, checking rates, etc. Page 3

O. Oversees the completion of the loss report for monthly board of directors’ meetings and attends safety meetings for employee presentations.

P. Coordinates and advises on all job openings to ensure compliance with cooperative policy and with all pertinent rules and regulations. Advertises job openings, serves as liaison with NCWorks Career Center and other pertinent agencies.

Q. Manages the update of the cooperative’s Equal Employment Opportunity/Affirmative Action Program and ensures compliance with all the provisions of the pertinent legislation.

R. Receives and screens resumes, assists with initial interview, advises hiring department on interview procedures and otherwise provides oversight to the recruitment and hiring process.

S. Coordinates wage and salary studies and administers the cooperative’s wage and salary plan. Responsible for working up presentation of annual wage and salary recommendation to the Board of Directors.

T. Coordinates the cooperative’s employee evaluation system.

U. Coordinates training needs assessments and employee attendance at relevant training events.

V. Provides oversight for the periodic administration of employee opinion surveys to learn employee opinions, ideas and concerns; assists in making recommendations to management based on results.

W. HIPAA Business Associate in regards to the Third Party Administrator (TPA) and broker connected to the medical and dental plans.

X. Maintains attendance records of employee meetings and educational sessions arranged by Chief Administrative Officer or their delegates. Provide these records for the Accreditation process as needed.

Y. Draft, revise, and post company policies and administrative procedures on the Share drive as needed. Secure and maintain policies availability to company personnel and Board of Directors.

Z. Operates company vehicles in a safe manner and within the regulations of all federal, state, and local laws. Page 4

AA. Promote goodwill toward the members of the Cooperative, other employees, and general public by exhibiting patience and courtesy towards them.

BB. Attends and participates in Annual Meeting, Membership Appreciation Day, workshops, seminars, and other meetings as required.

CC. Advises Executive VP/General Manager of any know need for promotions or public relation services.

DD. To give or seek advice, information, and assistance on any functions under your supervision.

EE. Acts for Executive VP/General Manager when so directed.

FF. Plan, develops, and recommends to the Executive VP/General Manager annual overall goals to be accomplished by the Administrative area.

Future duties are expected to expand in relation to Board support. Detail to the actual duties will be defined as they are assigned.

IV. RELATIONSHIPS

A. Internal

1. All department heads and employees - serve as the liaison for all employee relations issues and as the cooperative’s chief internal customer representative in positioning the organization with the employees.

2. Finance and Accounting - to keep employee deductions, data, and benefits input into the IVUE system accurately and timely.

3. Dispatch Supervisor - to obtain outage reports for member claims filing.

4. Safety Coordinator – regarding OSHA and compliance issues along with claims and rate discussions B. External

1. Medical providers - to clarify claims processing problems, obtain bills, etc.

2. Third Party Administrator – to discuss adjudication of claims, charges submitted, obtain compliance reports.

3. NCWorks Career Center - to coordinate with and exchange information Page 5

regarding job openings, unemployment claims, etc.

4. NRECA/CBA - to coordinate with and exchange information regarding benefit plan questions and ordering retirement projections.

5. Statewide - to communicate with regarding surveys and training programs.

6. Other cooperatives - to communicate regarding various human resource issues.

7. Liability insurance carrier - to expedite member claims processing, workers’ compensation claims submission and follow through, and to insure that company policies are renewed timely and accurately.

8. Credit Union - placing employee orders for loans, new accounts, etc.

9. Attorneys - for interpretation of laws, policies, and directives on Affirmative Action Program data.

10. Board of Directors - to provide information regarding insurance/benefits and to present reports to the board at the request of the Executive VP/General Manager. To provide support in scheduling their travel arrangements and accommodations.

11. Human resource consultants - to coordinate work for the cooperative and to exchange information regarding various projects and initiatives.

REVIEWED BY: DATE: Employee’s Signature Page 6

HAYWOOD ELECTRIC MEMBERSHIP CORPORATION

SPECIFICATIONS

CHIEF ADMINISTRATIVE OFFICER

EDUCATION: High school graduate or equivalent required. Bachelor degree in human resources, business management or a related field required. Relevant experience may be substituted for the degree at the rate of two years of experience for one year of formal education.

EXPERIENCE: A minimum of ten (10) years of progressively responsible, successful experience in which incumbent has performed the major tasks required by the position. Management level experience with an electric utility or Cooperative preferred.

KNOWLEDGE Must know and be able to perform planning, goal setting, budgeting and AND SKILLS: management control functions relevant to the human resources function, community relations, plus demonstrate leadership skills.

Must be able to handle varied activities simultaneously, as well as to meet frequent deadlines.

Must be able to research varied topics, compile data and prepare reports.

Must be knowledgeable in areas of human resources, employee benefits, insurance, human resource development, employment law, policy administration and employee and community relations..

Possess the ability and be capable of communicating clearly, concisely and persuasively in verbal and written form in providing information to employees, members, the board of directors, the general public and other individuals and groups.

Must read and write English.

Must be able to speak and understand spoken English.

Must be able to utilize computer hardware and software a proficient degree necessary to perform the requirements of the position.

Must possess excellent listening, negotiation and conflict resolutions skills. Page 7

PHYSICAL REQUIREMENTS: This position requires sitting up to seven hours per day, bending, reaching, and use of hands/ fingers to operate computer, phone, various office equipment. Occasional standing for extended periods of time is required for delivering presentations. Vision necessary for close up computer work is required.

SPECIAL Occasional overnight travel to attend training events and other meetings. WORKING Work outside regular business hours to conduct, attend or promote CONDITIONS: community events.

Must be available for call-in in the event of emergencies or outages.

TIME REQUIRED FOR FULL COMPENTENCY: Three Years

** Duties and positions supervised are expected to expand as company needs arise. Position is a newly created one and will encompass more fully the administrative role as retirements occur of some current supervisors/employees.

DEVELOPED: March 2017