What You Will Do: The Executive Administrator provides support services and advice to the Chief Executive Officer (CEO) and Board of Directors in carrying out their responsibilities in determining Cooperative objectives and goals, which requires effective development and evaluation of policies and methods and procedures for implementation. Supports the CEO to the fullest extent possible, enabling him to concentrate on his vision of the cooperative, save as much time as possible, accomplish administrative tasks, keep distractions to a minimum, anticipates needs. Supports all Board members, making sure they have the necessary tools to fulfill their Board role with minimal distraction. This includes planning and executing all Board meetings; providing administrative support during and in between meetings and acting as liaison between the Board and staff. Works closely with attorney and acts as direct liaison with all cooperative departments and legal staff. Keeps official corporate records and executes administrative policies determined by or in conjunction with others and organizes and administers resources in order to strengthen management. Directly responsible for the overall administration, coordination, and evaluation of the Human Resources function, and manages the overall provision of Human Resources services, policies, and programs for the cooperative. The major areas include compensation, benefits, employee relations, recruitment and retention, labor relations, employee wellness, organizational development and planning, employee recognition and activities, government compliance, and training. Will direct and coordinate human resources efforts across the company to ensure compliance with all applicable laws and policies in order to create a positive working environment for all employees, which will, in turn, minimize the frequency and severity of employee complaints, grievances or litigation. Provides senior management and supervisors with counsel and guidelines on all human resources issues.
Essential Duties and Responsibilities include the following. Other duties may be assigned.
Performs confidential and other specialized administrative functions for the Board of Directors, CEO, and attorneys. Requires special knowledge of CEO's views and philosophy.
Coordinates with department heads and CEO, assists in developing and evaluating programs, policies, methods and procedures related to management
Serves as a communication link both upward to CEO and downward through the department personnel to assure that accurate information is used in day-to-day activities
Handles business and confidential mail, writes routine correspondence on own initiative, and processes communications for CEO
Provides administrative and secretarial support services for the President and BOD.
Coordinates and completes the application process for CFC loans as necessary and forwards relevant information to the co-op attorney
Manages supervisor's calendar and independently schedules appointments, receives calls and visitors
Prepares memorandums outlining and explaining administrative procedures and policies to supervisory workers, and monitors compliance
Arranges programs, events, or conferences by arranging for facilities and caterer, issuing information or invitations, coordinating speakers, and controlling event budget.
Directs preparation of records such as agenda, notices, minutes, and resolutions for corporate meetings
Acts as custodian of corporate documents and records and acts as a notary for cooperative business
Directs preparation and filing of corporate legal documents with government agencies
Takes and transcribes dictation, and composes and prepares confidential correspondence, reports, and other complex documents
Plans and coordinates special activities such as retirement receptions, lunches, Christmas parties, and other employee activities.
Updates all subscriptions to magazines, newsletters, and other publications
Distributes certain board and management-related news and news releases
Receives and compiles all reimbursement vouchers for board directors
Assists and coordinates preparation and activities for Annual Meeting. Prepares pertinent director election activities and Articles of Incorporation or Bylaw change needs
Provides support for director candidates, receives petitions, arranges for pictures, biography, and other materials
Participates in organizations and associations as assigned
Arranges complex and detailed travel plans and itineraries for CEO and Board of Directors, compiles documents for travel-related meetings, and accompanies when requested
Develops, recommends, and implements employee policies and procedures. Prepares and maintains an employee handbook on policies and procedures. Conducts a continuing study of all human resources policies, programs, and practices to keep management informed of new developments. Serves as a resource to employees seeking answers to questions on policies and procedures.
Keeps President/CEO informed of significant problems that may jeopardize the achievement of objectives as well as those not being addressed adequately
Offers staff advice and assistance in the preparation of job descriptions for all positions
Receives employee applications, interviews applicants or offers advice to other staff doing interviews, making sure all federal and state laws are complied with
Maintains personnel files for each employee in compliance with state and federal regulations
Administers and keeps records for other internal programs such as wellness or health programs, drug testing, physicals, etc
Selects and coordinates the use of hr consultants and training specialists
Serves as the cooperative's HIPAA Privacy Officer and contact person
Administers personnel-related matters and provides counsel to employees in resolving job-related or personal issues
Maintains full understanding of all employee benefits and co-administers the employee benefit program with the Benefit Administrator
Collects information and provides input for union negotiations
Improves personal knowledge and abilities by reviewing newsletters and other publications and attending meetings and seminars pertaining to the duties of the position
Compiles and distributes the employee newsletter
Maintains the employee bulletin board
Coordinates training sessions and meetings as needed.
Conducts or coordinates termination and termination processing
Assists supervisors with performance appraisals
Initiates paperwork for supervisor requests for changes in salary and/or job status
Requirements and Competencies
Bachelor's degree and 3-5 years of related work experience reporting to senior executive level management, with proficiency in computers and various other state-of-the-art office technology.
Ability to work efficiently, in an organized manner, with little or no supervision in extremely fast-paced, high stressed environment.
Professional demeanor, use good judgment and be able to work with senior managers and Board.
Responsible and dependable.
Discrete and able to handle highly confidential information.
Possess excellent oral and written communications skills.
Objective and open to the viewpoint of others, give and welcome feedback, contribute to building a positive team and support everyone's efforts to succeed.
Must treat people with respect, keep commitments, accept responsibility for own actions, inspire the trust of others, work with integrity, and uphold organizational values.
Continuously pursue training and development opportunities to build knowledge and skills.
Work Conditions/Physical Demands: Nearly all work conditions occur inside a normal office environment.
Employee will often work at a desk with some standing, bending, reaching, lifting (not customarily in excess of approximately 25 pounds), grasping, and fine motor skills required
Regularly uses hands and fingers to handle, control, or feel objects, tools, or controls; regularly sees details of objects that are less than a few feet away; regularly speaks clearly so listeners can understand;
Frequently focuses on one source of sound and ignores others; frequently hears sounds and recognizes the difference between them; frequently sees differences between colors, shades, and brightness
EnerStar offers employees a competitive salary and an excellent Benefit Package that includes a Defined Benefit Pension Plan, a Contributed Benefit Pension Plan (both a Roth and a Traditional 401(k) with match), Vacation, Sick Leave, 11 Paid Holidays, Medical, Dental, Vision, LIfe Insurance, Business Travel Accident Insurance, employer-paid Disability Plans, and Paid and Unpaid Leaves of Absence.
About EnerStar Electric Cooperative
EnerStar Electric Cooperative is a not-for-profit rural electric distribution cooperative serving 5,300 household and business accounts within the east central Illinois counties of Edgar, Clark, Coles, Vermilion, and Douglas.
EnerStar territory covers 1,000 square miles and serves 3.5 members per mile of line-- a green prairie community in the heart of the Midwest. Cooperative headquarters are in Paris, Illinois, home to 9,000 residents, and offering all the advantages of a small town: tree-lined streets, steepled churches, a Carnegie library, movie theater, 18-hole golf course with clubhouse, many parks, local hospital/medical resources, and sleek fitness centers. Beautiful Twin Lakes Park offers area children a new splash park and all-abilities playground, and the town boasts a brand new high school campus with an amazing, Broadway-rivaling theater and fine arts center.
EnerStar territory also offers abundant outdoor recreational opportunities with two state parks, Lincoln Trail State Park, and Walnut Point State Park, and the busy Mill Creek Lake and Park with its famed Fay Pickering Memorial Mountain Bike and Hiking Trail. Spring mushroom hunting is a highly prized spor...t in our local area woods, and deer, turkey, and water fowl hunting rank right up there!
A short 15-minute drive east of EnerStar country lands you in Terre Haute, Indiana, with its 3 universities, museums, parks, theaters, shopping malls, and much more. In the opposite direction, a short drive west of EnerStar territory puts you in the heart of Amish country, where you can purchase fresh bread and newly churned butter and see self-sufficiency and hard work succeeding in a strong spiritual community. But if big city life beckons, the surrounding metro cities of Indianapolis, St Louis, and Chicago are all within a 1, 2, or 3-hour drive.
Company History: EnerStar was founded in 1938 through the Rural Electric Administration with the mission of bringing lights and electricity to farms and homesteads in Edgar County. The first lines on the system were energized in July of 1939.
Since that time, EnerStar has expanded its territory and has been an active participant in its rich, grounded, and tightly knit Midwestern farming community, supporting partnerships with local members, events, and area businesses. In a new and exciting effort to serve the members' energy needs and the growing demand for clean and renewable energy, EnerStar is offering participation in a community solar farm located at its headquarters.
EnerStar's 9-member board and 21 employees believe strongly in their mission statement: EnerStar exists to reliably distribute affordable electricity to its member-owners while upholding our values of integrity, accountability, and commitment to our community.