Administrative Assistant

Position Summary

This position is responsible for providing administrative support to facilitate the effective management and coordination of multiple regional and district operations, departments, and executive team members.

Essential Duties & Responsibilities

• Create, analyze and report budget data
• Assist in the development of operating budget
• Assist with coding and processing of vendor invoices for payment
• Assist in research, development and adherence to the Regions budget in conjunction with the Finance Department and the Region Director
• Create requisitions and purchase orders for projects and tasks
• Serve as coordinator for specific projects
• Update region specific Emergency Operation Plans in conjunction with the others
• Maintain Control Center callout system with region data
• Manage and prioritize communication with all levels of employees and management
• Prepare correspondence, reports and presentations
• Archive and retrieve documents, records and reports and maintain a filing system
• Sort and distribute incoming correspondence
• Prepare Damage Claims and Insurance Documents and work with insurance adjusters for members
• Coordinate office calendars, training schedules, events and travel arrangements
• Schedule conference and meeting rooms
• Maintain information on company vehicles and communications equipment
• Maintain and coordinate region specific maintenance and repair workflow for vehicles

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• Update Automatic Vehicle Location Software and employee information for the Control Center
• Serve on Cooperative Committees
• Attend meetings and record minutes
• Order and maintain office supplies
• Provide coverage for other administrative assistants
• Maintain the security of confidential information
• Stay abreast of advances in technology
• Demonstrate regular and prompt attendance
• Performs other related duties as necessary or assigned

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Supervisory and/or Leadership Responsibilities

None

Knowledge, Skills & Abilities

• Knowledge of using computer systems, which may include setting up and using hardware and software programs, entering data or processing information
• Knowledge of principles and processes for providing exceptional customer service
• Skilled in time management
• Skilled in prioritizing and managing changing priorities
• Ability to communicate effectively verbally and in writing
• Ability to listen and information verbally and in writing
• Ability to anticipate, identify, analyze and resolve conflict and problems
• Ability to contribute and work effectively in a team environment
• Ability to balance and manage competing and/or conflicting high priority demands

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Minimum Qualifications - (Education, Experience)

• High School Diploma or equivalent
• Five years of experience in an administrative capacity
• Valid Texas Drivers License

Physical Demands and Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

• The employee may be required to stand; reach with hands and arms, stoop and kneel
• The employee may be required to sit or stand for long periods of time
• The employee may be required to lift, carry, push, pull or move up to 25 pounds.
• The employee may be required to travel
• The employee may be required to work more than 40 hours per week

This description is intended to indicate the kinds of tasks and levels of work difficulty required of the position given this title and shall not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of management to assign, direct and control the work of employees under supervision. The listing of essential duties and responsibilities shall not be held to exclude other duties that may be assigned based on the needs of the Cooperative.