Administrative Manager

Compensation will be commensurate with experience and qualifications.

Primary Accountability:

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.

Major Duties:

Human Resources / Compliance

• 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. Ensures and human resource functions are conducted with the highest degree of proficiency and confidentiality, while fostering employee performance, growth, and development.
• Interprets and applies rules, regulations, and procedures to conventional problems, questions and/or situations, ensuring compliance and supporting the Cooperative’s goals.
• Complies with all federal, state, and local laws and regulations governing Human Resources, payroll accounting, personnel and disclosure of payroll and personnel records.
• Prepares and performs payroll data entry, including depositing the employees’ payments into the correct checking and/or savings account.
• Maintains all of the payroll system records and prepares month-end, quarterly and year-end forms and reports.
• Maintains accurate files and official records for the Cooperative.
• Assists in the development, implementation, and interpretation of policies and procedures related to recruiting, interviewing, job evaluation, classification, salary administration, training, and employee development, ensuring effective management of the Cooperative’s employees’ needs.
• Manage the onboarding process for new employees, including preparing offer letters, coordinating pre-employment paperwork, conducting orientation sessions, ensuring completion of necessary documentation, introducing new hires to the cooperative’s culture and policies, facilitating team introductions and providing ongoing support.
• 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.
• 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.
• 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.
• Serve as a point of contact for employees to assist in resolving concerns, conflicts, and performance issues, while promoting a positive work environment through effective communication, engagement, recognition programs, and the resolution of grievances, ensuring consistency and legal compliance.

Board of Trustees

• 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.

Administrative

• Types, develops, prepares, writes, edits, researches, and submits a variety of materials including reports, memorandums, resolutions, legal documents, and communications for both internal and external distribution.
• 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 CEO and the Board of Directors, as required.
• Screens the CEO’s incoming correspondence for relevant attachments requiring the CEO’s attention and/or action.
• Conducts special projects and assignments on a recurring basis, as directed by Management.
• Transmits the CEO’s instructions and may provide technical information on policies, rules, and regulations as approved by the Board of Trustees and Management.
• Takes action during the CEO’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 CEO’s absence.
• Builds and maintains relationships with Board of Trustees, management, employees, consumers, the general public, governmental agencies, private businesses and corporations.
• Performs additional duties as assigned by the CEO.

Qualifications:

· Bachelor’s degree in Human Resources Management 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, 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.

Physical Demands:

· 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.

Work Environment:

• Inside/Indoor environment which provides protection from weather conditions, but not necessarily temperature changes.
• Interaction with board members, staff, and customers.

Additional Duties:

Additional duties and responsibilities may be added to this job description at any time. The job description does not state or imply that these are the only activities to be performed by the employee holding this position. Employees are required to follow any other job-related instructions and to perform any other job-related responsibilities as requested by their supervisor.