The Administrative Assistant/HR Manager develops, prepares, and/or composes responses to memos and correspondence requiring research and exercise of judgement and discretion. This position is in frequent contact with the Cooperative’s personnel, senior level management and Trustees involving the dissemination of information and coordination of work activities regarding senior level management directives.
Develops, prepares, writes, edits, researches and submits materials for internal and external communications.
Interprets and applies rules, regulations, and procedures to conventional problems, questions and/or situations.
Administers the personnel, insurance, and regulatory affairs with the highest degree of proficiency and confidentiality.
Arranges and/or attends the board meetings, committee meetings, conferences and other Cooperative related meetings.
Types the drafts of proceedings, agendas, and necessary material in accordance with the general instructions for the Cooperative’s meetings.
Records the minutes and the official actions of the Cooperative’s meetings and then distributes the minutes to the participants.
Builds and maintains relationships with Board of Trustees, management, employees, consumers, the general public, governmental agencies, private businesses and corporations.
Complies with all federal, state, and local laws and regulations governing Human Resources, payroll accounting, personnel and disclosure of payroll and personnel records.
Maintains appointment schedules, arranges and confirms meeting dates and times, arranges for physical meeting space, makes travel arrangements, as well as room accommodations and itineraries for the General Manager and the Board of Directors, as required.
Composes complex correspondence and submits it to the General Manager for review and his/her signature.
Types a variety of materials, including reports, memorandums, resolutions, and legal documents for reproduction and distribution.
Answers various questions for the general public and other officials with tact and diplomacy.
Transmits the General Manager’s instructions and may provide technical information on policies, rules, and regulations as approved by the Board of Trustees and Management.
Screens the General Manager’s incoming correspondence for relevant attachments requiring the General Manager’s attention and/or action.
Maintains accurate files and official records for the Cooperative.
Conducts special projects and assignments on a recurring basis, as directed by Management.
Collects, compiles, and writes updates and reports on findings, including preparation of preliminary findings.
Assists in the development and implementation of all policies and procedures in the recruiting and interviewing process, job evaluation, classification and salary administration and training and employee development.
Takes action during the General Manager’s absence, as authorized, to see that matters requiring attention are referred to delegated authority or handled in a manner as to minimize the effect of the General Manager’s absence.
Ensures the employment and personnel policies and training and employee development are accessible, consistent and responsive to the needs of the employees while limiting the liability of the Cooperative.
Assists in the development, interpretation, and implementation of programs, policies, procedures and directives to effectively manage the Cooperative’s employees’ needs.
Ensures accurate records are maintained for the employees’ personnel files, insurance records, pension plans, workers compensation and training and development records.
Conducts exit interviews with employees to determine if the reason for separation is compliant with applicable laws and regulations, as well as arranges for the employee to return the Cooperative’s property.
Administers the Cooperative’s performance management program and compensation plan.
Evaluates training needs and selects, transfers, promotes, terminates, and/or disciplines employees in the assigned area of responsibility consistent with the approved policies and practices to ensure the maintenance of a fully staffed and effective organizational unit.
Directs the human resources activities of the Cooperative, including employment practices and procedures, compliance with federal, state and local regulations, benefit administration, employee training and counseling, organizational structure and position responsibilities to ensure compliance with state and federal regulations and to stimulate employee’s superior performance, growth and development.
Assists with the resolution of employee grievances and complaints to ensure consistent decision-making and conformity to legal requirements.
Assists the Customer Service Department in answering phones and assisting customers, as needed.
Performs additional duties as assigned by the General Manager.
Bachelor’s degree in Human Resources Management, or related field, or a high school diploma with adequate experience and knowledge of job requirements and training which could provide the appropriate knowledge and skills.
Must possess a thorough knowledge of modern office practices and procedures and equipment, including computers, word processors and/or spreadsheet programs, telephone systems, calculators, typewriters, copiers and other standard office equipment.
Ability to proficiently perform or use business grammar, math, spelling, data entry, editing/entering, proofreading and a ten (10) key calculator.
Knowledge of the composition and proper form of correspondence and reports to utilize.
Ability to interpret and apply administrative policies, rules, regulations and procedures of the Cooperative to applicable work processes.
Ability to learn all of the Board and management policies, in-house policies and all other management policies and procedures.
Ability to maintain accurate records, filing systems and develop reports in a timely manner.
Ability to build and maintain positive public relations for the Cooperative.
Ability to attend evening or weekend meetings, as needed.
Ability to effectively communicate in public situations, both in a written and oral manner.
Ability to interpret and apply Cooperative rates, fee schedules, operating policies and procedures.
Ability to demonstrate a personality which is pleasant, cooperative and mature.
Demonstrated self-motivation and interest in working with other people, as well as the ability to maintain a good team attitude.
Ability to sit or stand for extended periods of time.
Ability to stand, lift, carry, push, pull, balance, stoop, reach, handle, talk, hear, see, grasp, move head and neck and movement across mid-line.
Ability to lift up to fifteen (15) pounds with frequent lifting and/or carrying of objects weighing up to ten (10) pounds.
Finger dexterity, manual dexterity, alertness, precision, motor coordination, auditory discrimination and tactile discrimination.
Inside/Indoor environment which provides protection from weather conditions, but not necessarily temperature changes.
Interaction with board members, staff, and customers.