Board Assistant

Position Summary

Provides administrative functions of a highly responsible and confidential nature for the MSD Board, the Secretary/Treasurer and Executive Director. Responsible for preparation of the agenda and packets for each Board meeting. Creates minutes from all regular Board meetings and all Board Committee meetings. Assists Secretary/Treasurer and Director of Records and Information Governance as needed.

• Coordinate all aspects of Board functions of a highly responsible/confidential nature for the MSD Board.
• Evaluate each Board Packet in accordance with policy and practice.
• Research any questionable recommendations and provide recommended solutions and guidance prior to presentation to Board Agenda Committee.
• Be responsible for all Board and Board Committee meetings.
• Develop and maintain a record of all proceedings (minutes) of the Board and Board Committees.
• Maintain all Board and Board Committee reports on file and make the Board records available to Board members and other individuals upon request.
• Develop and implement methods to facilitate Board and Board Committee communications, along with documents necessary to the performance of their duties.
• Notify Board members of their election as officers and of the ending dates of their terms as officers and as members of the Board.
• Conduct educational orientation of new Board members and coordinate Board Orientation off‑site training annually for Board members.
• Coordinate communication with the Office of the Metro Mayor to facilitate appointments or re‑appointments of Board member terms and requests, as necessary.
• Maintain database and agency listing of MSD Board Members and terms.
• Maintain online system for Board and Board Committee Meeting agendas and minutes.
• Coordinate with the Board, Board Committee Chairs and MSD's Executive Leadership Team an annual schedule of Board and Board Committee meetings.
• Generate and disseminate public notices of Board and Board Committee meetings, including all relevant documents, notices to the news media and other interested parties.
• Update and maintain Board Policy Manual.
• Manage and maintain Board Library.
• Provide training to staff for back‑up on Board responsibilities.
• Prepare and generate agenda prior to each Board and Board Committee meeting.
• Advise and instruct Board Agenda Committee in reviewing Board packages submitted for Board approval.
• Ensure Board packages contain adequate background information, adhere to policy and procedural guidelines, and clearly state the action to be taken by the MSD Board.
• Prepare and compile completed Board packages, final Agenda and Calendar of Events.
• Be responsible for the development and maintenance of the MSD Board Package Preparation Guidelines.
• Ensure eB contains official record of Board actions and the supporting documents presented for action.
• Perform data‑gathering and research activities in Board Packets, Board Policy Manual and retrieve archived Board minutes in response to legal or management requests.
• Develop Board Member Orientation in coordination with Executive Director and Secretary/Treasurer regarding resources and meetings, along with strategic plan meetings and initiatives.
• Perform other duties as assigned.

Knowledge of secretarial and clerical techniques and practices; knowledge of KRS standards regarding open meetings, records, and procurement regulations; skill in oral and written communication; skill in the application of grammar and spelling; skill in operating a PC and associated Windows environment software (e.g. Microsoft Office Suite); skill in managing multiple priorities; skill in exercising tact and diplomacy; ability to meet tight deadlines;

ability to use SAP and eB; ability to represent the Board and executive staff in a highly professional manner; ability to maintain confidentiality; ability to exercise judgment and discretion; ability to plan, organize and coordinate schedules; ability to resolve problems; ability to be courteous and helpful under pressure.

Associate Degree in business, communication, or a related field; three or more years of administrative/secretarial experience; an equivalent combination of education and experience may be substituted. Executive level experience preferred.

Must possess a valid driver's license. Must have safe work and driving habits.