Hugo, Oklahoma
Encinitas (North San Diego County), California
PHILADELPHIA, Pennsylvania
San Francisco, CA
Posted: 13-May-26
Location: Sumterville, Florida
Type: Full Time
Preferred Education:
Internal Number: 2026-44
General Purpose of Job
This position provides confidential administrative support to the Vice President of Financial & Administrative Services and clerical support for other management personnel in the department. This position is responsible for preparing all department materials pertaining to the Cooperative Board of Trustee Meetings and serves as recording secretary to the Board Finance Committee
Minimum Required Qualifications and Competencies
The following includes the minimum job requirements and essential duties for this position. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions. Some job requirements may exclude individuals that cannot be reasonably accommodated or who pose a direct threat or significant risk to the health and safety of themselves or other employees.
Education
- Minimum: Two (2) year associate degree in secretarial Science or related field.
- Preferred: Continuing education and/or certification in computer applications such as MS Office.
- Job-related experience may be substituted for the required education on a year-for-year basis.
Experience
- Minimum: Five (5) years of progressively responsible administrative clerical experience, or equivalent combination of education and experience.
- Preferred: Experience within an electric utility or related industry.
Other Requirements
- Ability to operate a variety of office equipment, including a personal computer, printers, copy machines and telephone.
- Ability to work irregular hours for assignment completion and flexibility to change scheduling and report to work on short notice during emergency situations.
- Normal work hours shall be eight (8) hours between 8:00 am and 5:00 pm, Monday through Friday.
- Successful completion of pre-employment background check, physical and drug screen.
Core Competencies
- Safety: Follows safety procedures diligently, identifies potential hazards, and takes appropriate action to maintain a safe working environment.
- Member Commitment: Provides exceptional service to members, actively listening to their needs and ensuring their satisfaction.
- Honesty & Integrity: Acts with honesty and integrity in all tasks, maintaining transparency and ethical standards.
- Work Ethic: Demonstrates a strong work ethic by consistently meeting deadlines and achieving high performance in all tasks.
- Inclusive Culture: Contributes to an inclusive culture by respecting and valuing diverse perspectives and collaborating effectively with all team members.
- Accountability: Takes responsibility for their actions and decisions, ensuring they meet commitments and deliver high-quality work.
- Teamwork: Works collaboratively with team members, sharing information and supporting collective goals.
Job Specific Competencies
- Confidentiality, Stress Management & Multitasking: Exhibits discretion and professionalism by maintaining strict confidentiality of sensitive information related to the Cooperative, management, employees, and customers. Demonstrates the ability to manage stress and perform effectively under pressure in a fast-paced and frequently changing environment. Additionally, applies strong multitasking skills to handle competing priorities calmly and efficiently without compromising quality or service.
- Language Proficiency: Communicates fluently and professionally in English. Demonstrates the ability to communicate effectively in Spanish, supporting diverse internal and external stakeholders.
- Business Communication & Presentation: Demonstrates strong written communication skills, including grammar, punctuation, proofreading, and business correspondence. Exhibits ability to prepare a wide range of professional documents and presentations, ensuring clarity, accuracy, and appropriateness for the audience. Applies excellent presentation skills to support internal meetings and external communications and exhibits tact and sound judgment when interacting with executives, staff, and the public.
Verification
The above qualifications and competencies for this position may be verified through a combination of education, experience, interview questions and technical skills exercise(s).
Essential Duties and Responsibilities
This description is intended to indicate the kinds of tasks and levels of work difficulty required of the position given this title and shall not be construed as declaring what the specific duties and responsibilities of any position shall be. It is not intended to limit or in any way modify the right of management to assign, direct and control the work of employees under supervision. The listing of essential duties and responsibilities shall not be held to exclude other duties that may be assigned based on the needs of the cooperative.?
Executive & Departmental Administrative Support
- Provide administrative support to the Vice President of Financial & Administrative Services and department personnel as directed.
- Prepare all correspondence for the Vice President of Financial & Administrative Services and designated department management personnel.
- Develop and maintain schedules for training, meetings, travel, and other requirements for the CFO and department management.
- Coordinate meetings and special events: send notifications, arrange catering, take notes, and distribute meeting minutes.
- Gather data and compile monthly Board reports, Agenda Summaries, and Resolutions, as needed.
- Provide administrative support to section managers including editing, proofreading, formatting documents, policies, and procedures.
- Upload and maintain department forms and documents on the intranet.
- Administer Sam’s Club charge card renewals.
Office Management & Communication
- Answer and screen incoming calls and visitors. Respond to inquiries, resolve disputes, gather information, and/or route calls/visitors appropriately.
- Sort and distribute incoming mail and Accounts Payable invoices.
- Organize, maintain, and complete filing for the Vice President of Financial & Administrative Services and department personnel in a timely and accurate manner.
- Maintain adequate supplies and office equipment (e.g., copier, fax).
- Manage the Accounting Conference Room schedule
Accounts Payable & Vendor Maintenance
- Create and modify AP vendor records in the accounting system.
- Prepare and/or distribute monthly and annual financial and operational reports (e.g., Audit, Form 7, loan documents, credit applications, RUS letters).
- Match up final bills with credit balance refund checks and mail them out weekly.
- Distribute and mail out weekly general fund AP checks.
Physical Demands and Work Environment
The physical demands and work environment described here are representative of those that must be met by or those an employee encounters to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Some requirements may exclude individuals that cannot be reasonably accommodated or who pose a direct threat or significant risk to the health and safety of themselves or other employees.?
While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee is occasionally required to walk; stand; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, and the ability to adjust focus.
This position has general sedentary office environment. The noise level in the work environment is usually moderate.
