Chugach Electric
  • 07-Oct-2022 to Until Filled (AKST)
  • Executive Office
  • Anchorage, AK, USA
  • 51985-63660 per year Overtime eligible
  • Salary
  • Full Time

Comprehensive NRECA Benefits


Summary

Provides confidential and professional administrative support to the executive office staff and the Board of Directors. Provides assistance and communicates information to the Executive Office Manager, Department Managers, and the other executive office staff so that the responsibilities and activities of the executive office are carried out in a highly efficient and effective manner. Provides support to the Executive Office Manager for administrative material and packets for the Board of Directors.


Essential Functions

  1. Organizes and carries out administrative activities for the executive office staff, department managers and other division personnel, including preparing and distributing correspondence, faxes, e-mails, and other documentation. Schedules meetings, opens and distributes mail and arranges for expedited mail or package delivery.
  2. Maintains effective inter-office communication with the Executive Office Manager, and other executive and administrative personnel. Maintains effective communication with all other Chugach divisions and department personnel.
  3. Assists with preparation and coordination of confidential labor-relations matters. Ensures the proper distribution and disposal of personnel and other confidential correspondence of the executive office staff and division managers.
  4. Receives calls from consumers, the public and media. Responds personally or determines appropriate person to respond.
  5. Provides administrative support for inter-utility working groups, industry associations and others as required.
  6. Prepares requisitions for supplies and services, maintains requisition and purchase order information. Performs verification and reconciliation of credit cards and invoices.
  7. Performs receptionist duties, greets, and directs callers to appropriate departments, answers telephone calls, provides information to callers and visitors, arranges appointments.
  8. Develops and maintains filing system, operates computerized filing, organizes storage and retrieval, and assures security of information. Maintains file index for the Board of Directors and executive office files. Performs research in support of administrative activities and assists in documentation. Performs independent work and report preparation as assigned.
  9. Participates in special projects as required. Performs research in support of administrative activities and assists in coordination and administration of new business developments.
  10. Assists in preparation of the budgets for the Board of Directors, Chief Executive Officer and departments reporting to the Chief Executive Officer.
  11. Schedules and maintains the calendar for executive office staff personnel as well as their division personnel's meetings, appointments, travel, vacation, and other engagements.
  12. Compiles and edits the Division's monthly report and other reports as required.
  13. Makes travel arrangements for the Board of Directors, executive office staff, and departments reporting to them which include registration, air travel, hotel arrangements, and car rental, if necessary. Obtains final approval and purchases tickets according to the policy and procedures of the Association. Prepares and processes expense reports.
  14. Maintains file of outstanding work assignments for senior management and responsible divisions/departments. Follows up to ensure deadlines are met in the absence of the Executive Office Manager.
  15. Serves as recording secretary for the Board of Directors meetings. Responsible for accurately recording board actions and resolutions.
  16. Collaborates and assists the Executive Office Manager in the preparation and proper formatting of agenda items, resolutions and correspondence for senior staff and Board review and approval.
  17. Coordinates Board activities and provides administrative support for the Board as needed and during the absence of the Executive Office Manager.
  18. Establishes Board of Directors meeting arrangements and provides the necessary support, assistance, and information as needed in the absence of the Executive Office Manager.
  19. Prepares for Board of Director meetings as required and coordinates the preparation of meeting materials with various departments. Responsible for uploading the Board packet documentation on the IPads and the Chugach Electric public website.
  20. Ensures the compliance and timely reporting of the monthly and quarterly lobbyist reports during the absence of the Executive Office Manager.
  21. Assists in gathering Board-related documents required for the Association's Return of Organization Exempt from IRS Form 990.
  22. Performs other duties and projects as assigned.

Relationships

Internal

  • Board of Directors: Distributes information packets.
  • Executive Office: Receives direction and guidance from. Provides support and other assistance to. Coordinates with and exchanges information. Substitutes for the Executive Office Manager during absences and schedules meetings with other executives when necessary. Assists where needed.
  • CEO, CFO, CSO, CLO, COO: Receives direction, maintains working relationships and coordinates with. Provides support.
  • Department Managers, General Counsel, and Employees. Communicates and coordinates information transfer and schedules joint activities.

External

  • Bargaining Unit Representatives
  • National, Federal, State, and local agencies, consultants, contractors, the public, other utilities, and businesses: Obtains and distributes information and data. Communicates with regarding meeting schedules, information requests and report preparation and project follow up.
  • Consultants and Outside Counsel: Schedules meetings and appropriate executive staff and performs various office duties as needed.
  • Member Consumers: Provides assistance and exchanges information.

Competencies

  1. Must have a good working knowledge of general office procedures.
  2. Basic knowledge of utility-related terminology expected. Working familiarity with electricity production and sales, including equipment and methods preferred.
  3. Knowledge of accounting terms and procedures required.
  4. Analytical and communication skills required and should be proficient in the use of Excel or relevant spreadsheet software.
  5. Must possess the ability to operate a personal computer and must be proficient in the use of word processing, spreadsheet and presentation software and office equipment including copiers, facsimile, scanner, and calculators.
  6. Must have pleasant and effective telephone skills. Must be able to interact effectively with the public, management, and other employees. Must have strong interpersonal skills to include office management coordination with other support staff and the ability to interact competently with all areas of management, the public, and other companies.
  7. Must be able to obtain high level of confidentiality, be self-motivated and able to work independently with little supervision.
  8. Must be able to perform both routine and non-routine tasks in a frequently fast-paced office environment.

Supervisory Responsibility

This position has no supervisory responsibility.


Work Environment

Work is performed in a standard office environment. May attend training within or outside Alaska. Some overtime may be required.


Minimum Qualifications and Experience

Education

Minimum high school diploma or equivalent is required. College coursework or degree in business preferred. Actively pursue the Certified Administrative Professional Certification and maintain certification through continuing education and recertification.

Experience

Four years of progressively responsible administrative and secretarial work experience with a minimum of one year at the senior management level. Must be experienced with Microsoft Office (Word, Excel, PowerPoint, and Outlook). Must have experience in report preparation, files management, meeting facility scheduling, travel planning and reception of visitors.

Experience working in a union environment preferred.



Chugach Electric
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