Southwest Arkansas Electric Cooperative

Southwest Arkansas Electric Cooperative Employee Job Descriptions

JOB TITLE Executive Assistant SUPERVISOR: President & CEO PAYROLL CLASSIFICATION: Executive Assistant

RESPONSIBILITIES: 1. Provides administrative support and organizational functions to the President, Board of Directors, Vice Presidents and managerial staff. 2. Maintains general management files, prepares correspondence and reports and provides secretarial and clerical service for the President, Vice Presidents and management staff. 3. Maintains Cooperative manuals (paper and electronic versions) including policies and procedures. 4. Maintains personnel files and monthly employee evaluation procedures. Maintains confidentiality of all information relative to personnel files and peer evaluation process. 5. Maintains rate schedules for Arkansas, Texas and Oklahoma (paper and electronic versions). Prepares draft rate schedules for review and approval prior to submission to the appropriate utility commissions. 6. Types and assemble agendas and related information for board meetings (paper and electronic versions) and acts as back-up for staff meetings. Distributes agendas prior to board meetings. 7. Prepares Cooperative annual meeting materials for printing; updates Annual Report with information from all departments, reviews proofs for final approval by President, and schedules mail out date in compliance with Bylaws and with Member Service Department. Responsible for legal postings of Annual Meeting and Nominating Committee candidate. 8. Attends Cooperative Annual Meeting and provides administrative support and organizational functions during and after Annual Meeting. 9. Assembles items for annual strategic plan update and compiles into a draft form. After review and approval by President, compiles final format for board approval and subsequent distribution to management personnel. 10. Coordinates and records annual emergency restoration plan table top exercise for compliance with RUS mandates for federal government borrowers. 11. Assembles items for annual Affirmative Action program throughout program year and prepares update for review and approval prior to submission. 12. Assembles items for annual Youth Tour Program mail out to area schools, public service announcements and follow-up of winners, if any. 13. Assembles items for annual High Voltage Lineman Training Program publication in Arkansas Living monthly magazine and distribution to all Cooperative offices. 14. Coordinates luncheons/receptions for retiring employees, annual Christmas Banquet and other meetings requested by management. 15. Schedules and assists with meetings in the meeting room facility. 16. After one year of employment, provides assistance with employee payroll, benefits, health fairs and wellness program. 17. Handles personnel matters in a confidential manner. This will include wage & salary plan documents, personnel correspondence and filing of information in the personnel files. 18. Preparation and filing/posting of annual EEO-1 and VETS-100 Reports. 19. Provides assistance to Board and employees in making travel arrangements for out of town business related meetings. 20. Prepares and maintains monthly calendars for President, Vice Presidents and staff. 21. Maintain personal tickler file for recurring reports, reminders, events, etc. 22. In the absence of the President, prioritizes mail and phone calls and disseminates any communications that can be handled by other management staff. 23. Responsible for screening donation requests under $50 and providing monthly summary of dues, donations and advertising expenditures. 24. Performs related work and assumes other responsibilities, as required.

KNOWLEDGE, SKILLS, AND ABILITIES: 1. Ability to communicate effectively with the public in person and via telephone or email. 2. Ability to operate business machines such as computer terminal or personal computer, calculator, typewriter and copier. Ability to learn and use NISC and personal computer software. 3. Ability to learn and understand Cooperative Policy & Procedures and to effectively carry out job duties. 4. Ability to draft or compile informative articles of the Cooperative for use by area newspapers. 5. Good command of the written English language. 6. Ability to work with a diversified staff and have the flexibility to switch priorities quickly.

WORKING RELATIONSHIPS: 1. Ability to work with entire employee group in carrying out duties for the President and Vice Presidents. 2. Ability to work with Board members related to meetings and agendas. 3. Ability to represent Cooperative in professional manner with employee group, members, Board members, various agencies and utility commissions at all times.

SUPERVISORY RESPONSIBILITIES: 1. None.

EXPERIENCE/EDUCATION: 1. High school diploma or equivalent required. 2. Associate Degree in Business or Secretarial Science and/or a minimum of 5 years progressive experience.