Title: Administrative Coordinator
Page 3
Rev. 1/18/2017
Dairyland Power Cooperative
Job Description
Title: /Administrative Coordinator
/HR USE
Reports To: / Vice President and CFO / FLSA: /Non-Exempt
Supervises: / 0-1 / Job No: / R0000802Division: / Finance and Support Services / EEO Class: / 41
Department: / Finance and Support Services / Grade / N09
Cost Center: / 31
Location: / Administration Building
PURPOSE: Coordinate administrative support activities for the Finance and Support Services Division. Assist Vice President and CFO with duties. Keep track of division schedules and arrange meetings. Process meeting material. Schedule training for division personnel.
ESSENTIAL JOB FUNCTIONS:
1. Assist Vice President and CFO with routine and non-routine administrative support and projects such as drafting correspondence for Vice President and CFO’s signature, organizing calendar and schedules, processing mail and signature-required materials, screen and route telephone calls, relay instructions and requests for information to others for Vice President and CFO.
2. Responsible for contact with Board of Directors, distribution cooperative managers and office personnel, banking representatives, G&T managers, outside consultants, etc., on behalf of the Finance and Support Services Division and the Vice President and CFO.
3. Responsible for administrative assignments in the Finance and Support Services Division. May lead projects and/or supervise staff.
4. Coordinate and schedule meetings, equipment, cafeteria, etc., for divisional meetings both on and off-site.
5. Assemble for Vice President and CFO and other departmental personnel, all necessary background material for scheduled meetings such as monthly Financial & Operations Review (Board) Committee, Finance (Board) Committee, Audit & Risk Management (Board) Committee, Wholesale Power Contract (Board) Task Force, FINPAR (DMA) Committee. Distribute material to committee members, DPC staff, and corporate attorney. Post materials to website(s).
6. Assist Board members with Board presentations for reporting of committee meetings and activities.
7. Assemble Monthly Operating Report; post materials to files and website(s) and forward materials to Executive Team for monthly Board Meeting.
8. Act as records liaison to the Records Management Department and adhere to their procedures.
9. Responsible for the overall management of the Finance and Support Services Division work processing functions, including the maintenance of all documents, adherence to style standards, prioritizing workload, etc.
10. Coordinate travel/training and process expenses for Vice President and CFO.
11. Responsible for coordinating maintenance of the general office equipment (computers, copy machines, telephones, etc.) and supplies for the Finance and Support Services Division office areas. Order equipment and supplies as needed.
12. Represent the Finance and Support Services Division on the Dairyland Administrative Standards Committee (DASC). Participate in setting standard procedures (including research work and writing of procedures) for uniformity in Dairyland. Implement these standards in the Finance and Support Services Division.
13. Design, author, and implement standard administrative procedures for the Finance & Support Services Division. (These may include record keeping procedures, travel/training procedures, report publishing procedures, telephone procedures, various monthly distributions, etc.)
14. Prepare Cost Center 31 (Finance and Support Services) annual budget for the Vice President and CFO’s approval.
15. Responsible for the petty cash fund for the Finance and Support Services Division.
16. Perform other duties as assigned.
NATURE AND EXTENT OF FINANCIAL RESPONSIBILITY: Coordinate purchase of computer equipment for Finance and Support Services Division personnel with Information Technology staff. Responsible for petty cash fund. Initiate Cost Center 31 annual budget work plans and worksheets for Vice President and CFO approval.
MINIMUM QUALIFICATIONS:
Education & Experience: Associate degree in Administrative Assistant or related field, with five (5) years of recent progressive experience in an office environment.
Skills: Necessary training must be completed at the first available opportunity after hire date. Telephone etiquette. Knowledge of office procedures. Other basic administrative skills. Ability to accurately type 50 wpm. Computer literacy, including word processing is necessary. Knowledge of spreadsheet application, graphics program, database, and electronic calendar/scheduling desirable (Windows, Microsoft Office).
Licenses and Certifications: Valid Driver’s License.
Physical Demands: Work in a climate-controlled office environment with minimal physical exertion. Sit at desk. Use hearing, near vision and fingering for computers, word processing, calculators or other office machines. Use telephone, screen calls to the Vice President and CFO, talk to internal and external callers and department staff. Some time spent walking to handle various paperwork in departments within the entire building. Time spent stooping/crouching, reaching/stretching (filing), lifting (files, copy paper), occasional standing for minimal periods (at counters, filing, copying). Occasionally may kneel, bend, or twist upper body (load processors, copiers, lower file drawers). Operate calculator, computer, telephone, typewriter, fax machine, shredder, printer, scanner, copy machine.
Environmental Demands: Works indoors.
Other Job Characteristics: Ability to maintain confidentiality of information in normal performance of job duties. Ability to work under pressure and frequent interruptions. Ability to work cooperatively with a diverse group of people, including member cooperatives’ leaders and staff and the Dairyland Board of Directors. Frequent contact with persons outside of DPC. Works with moderate supervision, with variable tasks. Work overtime as necessary.
Prepared By: / Date:Approved By: / Date:
Approved By: / Date:
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