Manager, Administrative Services

MCMINNVILLE ELECTRIC SYSTEM

- An Equal Opportunity Employer -

JOB VACANCY ANNOUNCEMENT

Manager, Administrative Services

QUALIFICATION REQUIREMENTS: (Applicants must meet the minimum requirements for the position by closing date of this vacancy announcement)

POSITION: Manager, Administrative Services

REPORTS TO: General Manager, CEO

DEPARTMENT: Administration

DIRECTS: None

EFFECTIVE: February 1, 2025

Purpose of Position:

To serve as the administrative assistant to the General Manager/CEO, performing a variety of administrative tasks requiring the exercise of independent judgement, professionalism, confidentiality, and initiative. To market and communicate essential information to employees, customers, and the public. To coordinate public relations and community activities for MES. Works with the General Manager/CEO, system staff, and the Board of Public Utilities in disseminating information both internally and externally. This position is key in ensuring that the utility runs efficiently and effectively, supporting the internal operations and overall success of the business.

This position is also responsible for managing all Human Resource functions as they pertain to MES including recruitment, employment, discipline, termination, benefits, compliance, ensuring conformance with established guidelines, methods, procedures, and policies.

The position will further serve as the liaison for all Information Technology (IT) needs, managing relationships with contracted IT service providers, ensuring the smooth operation of hardware, software, and network systems.

This position is classified as Exempt for the purpose of the Fair Labor Standards Act.

JOB QUALIFICATIONS:

Required:

· High school diploma or equivalent

· Associate’s or Bachelor’s degree in Business Administration, Human Resources, Marketing, Leadership, or related field

· Minimum of 2 years of executive/administrative or human resource experience

· Experience in marketing and communications, including marketing tools (e.g., social media management, website design, email marketing)

· Sufficient education, training and/or work-related experience to demonstrate possession of human resource knowledge, skills, abilities and understanding of HR laws and regulations

· Must have legal authorization to work within the United States of America

· Ability to acquire and maintain a valid Tennessee driver’s license

· Ability to work with all employees in the best interest of the utility, and to accept changes in work programs and patterns to keep pace with changing times

· Ability to successfully pass a background check

· Ability to successfully pass McMinnville Electric System's pre-employment post-offer physical examination and drug screen

· Must be able to meet special position requirements, physical demands, working conditions, and working relationships as listed below

Preferred:

· Experience working with IT service providers, basic IT troubleshooting, and/or knowledge of basic IT infrastructure principles

SPECIAL POSITION REQUIREMENTS:

Residency Requirement: Due to the emergency nature of utility work, this position is subject to current residency requirements of MES.

REQUIRED JOB KNOWLEDGE, SKILLS, AND ABILITIES:

· Must be able to proactively support the General Manager/CEO in various comprehensive administrative and executive tasks and responsibilities including, but not limited to responsibilities listed in this job description, as well as basic tasks as needed

· Must be able to screen and answer telephone calls, open and manage mail, compose routine letters, greet visitors, develop and work with spreadsheets, data compilation, prepare agendas and follow up on action items

· Must be able to schedule and organize meetings and training, and book travel accommodations

· Must be able to use good judgement in anticipating and interpreting General Manager/CEO’s preferences in handling problems

· Must be able to prepare and present reports for the Board of Public Utilities and committee meetings as needed

· Must be able to work independently without close supervision in a timely manner

· Must be proficient at typing/keyboarding and taking notes

· Must be accurate, complete and neat when producing reports

· Requires flexibility and adaptability to perform assigned tasks

· Excellent oral and written communication skills, and strong organizational and project management skills

· Must possess time management and leadership skills, and be able to work well under pressure by multitasking

· Must have problem-solving & critical-thinking skills

· Must be self-motivated, honest, dependable, and a team player

· Must attend and participate in safety meetings, and training sessions

· Must be proficient in the use of Microsoft Office (Word, Excel, PowerPoint, Outlook) with the ability to learn MES’s computer system, desktop publishing software, Adobe, OnBoard, or similar software applications.

· Experience in building and maintaining close business relationships with various community groups, including the media.

· Must be able to become knowledge of MES service area, programs and services offered by MES, rates, policies, and procedures and market MES Customer Service Programs to the public

· Ability to prepare and make public speeches and presentations and to prepare and properly disseminate news releases.

· Must report to work on time and perform the duties of the job for the entire workday

· Must be able to establish and maintain an effective working relationship with all employees

· Must be willing to assist the General Manager/CEO and staff members in other duties as necessary

· Must be able to maintain mental capacity allowing the capability to make sound decisions in a manner consistent with essential job functions, while working in a fast-paced changing environment.

· Must act as point of contact between the General Manager/CEO and municipal key accounts, and must stay current with TVA incentive programs as it pertains to MES customers and market those services

· Must be able create and coordinate company publications, such as employee and customer newsletters, advertising and communications materials; marketing materials such as brochures and pamphlets; company website content, and news releases and news articles

· Must be able to coordinate all public relations and community involvement initiatives, including Partners-In-Education, Christmas Parade, Main Street events, etc.

· Must be able to organize, plan, and prepare for all board, employee, and retiree events, including luncheons, decorations, gifts, award recognitions, etc.

· Must exercise confidentially in all aspects of this position, including maintaining and securing personnel files

· Must attend meetings, conferences, workshops, and training sessions and review publications and audio-visual materials to become and remain current on human resource principles, practices, law and new developments

· Must be able to develop and update human resource policies, procedures and handbooks to ensure compliance with labor laws and regulations

· Must be able to oversee wage and salary administration, benefit programs, workforce planning, and budgeting

· Must be able to handle all medical insurance records and workers compensation claims

· Must maintain Title VI and Drug Free Workplace compliance

· Must be able to manage employee relations and conflict resolutions, performance management and development

· Must be able to undertake any additional tasks as assigned by the General Manager/CEO to facilitate effective management

PHYSICAL REQUIREMENTS:

All requirements are subject to possible modification to reasonably accommodate individuals with disabilities (some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees.)

Requires reaching, pushing, pulling and lifting up to 30 pounds

Requires stooping, kneeling, standing, and walking

Requires climbing and balancing on step ladder to retrieve documents

Requires the ability to grasp and lift small objects with the fingers, and repetitive finger movements to use office equipment

Requires ability to speak clearly and communicate effectively in order to interact with employees, customers, and general public

Requires hearing within normal range (hearing aids are permitted)

Requires visual acuity for office equipment operation and reading of documents and forms

WORKING CONDITIONS:

Full-time position with standard office hours, Monday through Friday, with potential for evening or weekend work depending on the needs of the General Manager/CEO. Requires the flexibility to work irregular hours for assignment completion and work during emergency situations. Office environment with frequent customer field contact.

WORKING RELATIONSHIPS:

: Two–way communication with General Manager/CEO, to receive direction, instruction, approvals; to provide work related information in a timely manner; with other employees and departments in serving the needs of MES customers. Must treat all MES employees with dignity, respect, and in a professional manner; must be able to maintain composure during difficult situations to discuss and resolve issues and maintain open communications to achieve MES goals and objectives.

With customers, vendors, service providers, media reps, community partners and community leaders to demonstrate an awareness that the job exists to effectively serve each and every consumer, and at every opportunity to achieve increased public understanding for support of MES as a public power entity.

HOW TO APPLY:

Please email resume to tboren@mesystem.net, or mail to Teresa Boren, 200 W. Morford Street, McMinnville, TN 37110 by 02/21/25.

ADDITIONAL INFORMATION TO APPLICANTS:

All qualified candidates will receive consideration for this position without regard to race, color, religion, sex, age, national origin, handicap, political affiliation, labor organization affiliation, marital status, or other non-merit factors.

Travel expense will be paid by the applicant.

Relocation expenses, if any, will not be paid by McMinnville Electric System.

Job Type: Full-time

Pay: $28.80 - $49.38 per hour

Expected hours: 80 per week

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift

Ability to Commute:

• McMinnville, TN 37110 (Required)

Ability to Relocate:

• McMinnville, TN 37110: Relocate before starting work (Required)

Work Location: In person

Salary : $29 - $49