Administrative Assistant

Three Rivers Electric Cooperative is seeking a full-time Administrative Assistant. This position will provide administrative, secretarial, and clerical support to the CEO/General Manager and management team. Maintain company records and policies, and coordinate activities and documents relating to the Board of Directors. Provide assistance to the Accounting Department as needed. They will provide all support and assistance in an efficient, accurate, and confidential manner.

Responsibilities

  • Maintain reliable and dependable attendance.
  • Take direction from and provide support for the CEO/General Manager and the Manager of Administrative Services. Work assigned by the CEO/General Manager receives top priority.
  • Provide a variety of administrative support including the preparation of correspondence, reports and presentations, maintenance of files, receptionist duties and related activities. This includes access to data and information of a sensitive or highly confidential nature.
  • Pick up mail from post office, sort, open payments, and distribute mail to employees, and take outgoing mail to post office daily. Coordinates this to be done when off work or unavailable. Open, distribute, and respond to mail on behalf of the CEO/General Manager.
  • Utilize proofreading, spelling, grammar, punctuation, and word processing skills to produce accurate minutes, reports, and correspondence.
  • Update and maintain Cooperative bylaws and master copy of all board policies. Coordinate the review and adoption of policies at board meetings and distribute updated or newly adopted policies to employees.
  • Responsible for corporate annual registration filings with State of Missouri.
  • Advise supervisors and managers of timelines and deadlines of projects whenever possible.
  • Assist with preparing monthly board meeting reports and remind board members and management team of all board-related meetings. Maintain board documents and information on electronic iPad application.
  • Arrange travel and hotel accommodations for board of directors, management, and staff as requested; also process meeting and class registrations.
  • Provide assistance to Manager of Administrative Services for human resource functions and benefits administration for all employees and board of directors. This includes assisting with on-boarding new employees.
  • Take messages for CEO/General Manager if requested.
  • Assist Accounting Department as needed.
  • Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establish personal networks; participate in professional organizations.
  • Maintain supply of printed forms and materials including updating, formatting, ordering, and/or printing as needed.
  • Maintain office supplies and process purchase orders as needed. Assist Manager of Safety and Purchasing and other department managers with processing purchase orders as needed.
  • Assist with planning and preparing for board meetings and other meetings scheduled for the board including catering arrangements and refreshments and provide clean up after the meetings.  
  • Assist with catering arrangements for company functions as needed or assigned.
  • Participate in the planning of the Annual Membership Meeting and carry out any responsibilities assigned for the meeting. Plan and prepare the Nominating Committee meeting. Prepare the ballot for any bylaw changes and director elections.
  • Maintain multiple calendars.
  • Comply with safety practices and policies. 
  • Apparent or Assigned: Perform related work as apparent or assigned.

 

Supervision/Direction of Others

This position has no supervisory responsibilities.

 

Relationships

  • Internal
    • Reports to and provides administrative support under the direction of Manager of Administrative Services and CEO/General Manager.
    • Cooperates with all department managers and employees to provide assistance as needed.
    • Provides administrative support to Board of Directors.
  • External
    • Membership – maintains a courteous and positive relation with members in all necessary dealings.
    • General Public – maintains a courteous and positive relation in all contacts with General Public.
    • Associated Organizations – maintains a courteous and positive relation in all contacts with Associated Organizations.

 

This job description is not intended to be all-inclusive. The employee will also perform other reasonably related business duties as assigned by immediate supervisor and other management as required.

TREC reserves the right to revise or change the job responsibilities as the need arises. This job description does not constitute a written or implied contract of employment.

  • Education and Experience
  • High school diploma; emphasis on business courses helpful.
  • Associate Degree in office management, business management or related field desirable.
  • Five years of experience in the electric utility industry and/or office related administrative experience is preferred.
  • Certificates and Licenses
    • Ability to be certified and serve as a Notary Public for the Cooperative.
    • Possess and maintain a valid Missouri driver’s license.
    • Must have reliable transportation.
  • Key Competencies
  • Must be well organized, personable, and able to exercise discretion and use sound judgement in dealing with people and confidential information.
  • Must be able to uphold and maintain confidentiality. Have clear understanding that all information obtained regarding the Cooperative, or learned at the Cooperative, is confidential.
  • Requires the use of a personal computer, iPad, calculator, and other standard office equipment. Must be proficient in Microsoft Office Suite and Excel and ability to learn other required software.
  • Must have the ability to follow directions and follow through accurately and have knowledge and ability to prioritize job tasks.
  • Excellent verbal and written communication skills are essential; must be proficient in writing; know and use good grammar, spelling, and punctuation.
  • Have general accounting and bookkeeping principles to assist Accounting Department and assist with Helping Hands Foundation.
  • Must be able to work independently.
  • Pursues personal development opportunities and is committed to staying current within field of work.
  • Must be able to effectively communicate with board members, department managers, and co-workers by providing accurate, meaningful, courteous, and timely responses to their questions or concerns.
  • Supports teamwork by providing effective participation, cooperation, and communication.
  • Must be innovative in order to creatively develop new solutions to problems. Seeks, recommends, develops, supports, and encourages new ideas.
  • Working Conditions
  • Regular and timely attendance is an essential function of this position. Normal work hours are 8:00 a.m. to 4:30 p.m. Monday through Friday and may require additional hours or weekend work.
  • Occasional business travel may be required.
  • Employee may also be required to handle and perform work safely and efficiently through stressful situations.
  • All duties should be considered essential functions per the Americans with Disabilities Act.
  • Physical Demands
  • Works in a climate-controlled office environment.  Job requires sitting, standing, walking, bending, and reaching.  Requires good finger dexterity, repetitive motions with hands and fingers.
  • Must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
  • Maintain neat, well-groomed, and business-like appearance.

Benefits

  • Holidays – Nine (9)
  • Vacation and Sick Leave
  • Health Insurance
    • Employee-only premium paid at 100%
    • Dependent/Spouse premium paid at 50%
  • Paid Life Insurance
  • Long-Term Disability Insurance (premium sharing)
  • Retirement Plan – Defined Benefit (Age 62) – Employer funded
  • Retirement Plan – 401(k) with employer base contributions and matching

All interested applicants will need to submit the following information to be considered for the position as described. Incomplete submissions will not be accepted or considered.

  1. Employment Application: The employment application can be obtained through this link. Please complete in full.
  2. Cover Letter: Submit a cover letter that includes why your qualifications are a good fit for TREC.
  3. Resume: Submit a full and complete resume.
  4. Professional References: Submit at least three (3) professional references. You may also include additional character references but not in place of professional references. References can be included in the resume or the job application if desired, or as a separate document.

Submission Options: No Submissions will be accepted after November 26, 2024.

Option 1: Complete online application and upload all required documents - Online Application

Option 2: Submit completed application and all required documents via email to hr@threeriverselectric.com

Option 3: Mail submission to:

Three Rivers Electric Cooperative
Attn: Human Resources
PO Box 918
Linn, MO 65051

Option 4: Deliver to our reception desk at our Linn office only.

Three Rivers Electric Cooperative
1324 E Main
Linn, MO 65051