Executive Secretary

To perform secretarial and record keeping duties that require advanced technical skills, analytical skills, communication skills, human relation skills, knowledge of office methods and procedures, and knowledge of the Cooperative's policies, procedures, programs and services. To coordinate activities in the General Manager’s office.

• Transcribe, proof, and dispatch correspondence for General Manager, Board of Trustees, and Staff as requested.
• Establish, maintain, revise and update General Manager’s master copies of manuals, reports, Cooperative records, etc.
• Set up and maintain office files, board meeting minutes and General Manager’s confidential files.
• Compile information and tabulate statistics for use in studies and reports.
• Update and maintain Cooperative’s policy and procedures manuals.
• Open General Manager’s mail, review, and mark for distribution.
• Prepare Notice of Board Meeting, board packets, and coordinate reports from various staff members for board packet.
• Make arrangements for Employee and Board Christmas party by scheduling building and arranging caterer. Mail invitations and keep RSVP list for attendance number for caterer.
• Attend and participate in seminars and meetings upon request.
• Arrange registration, air and ground transportation and lodging for trustees, staff, and employees attending conference/meetings. Type itineraries, ascertain rates, and obtain confirmations.
• Receive and respond to telephone inquiries and messages.
• Keep Policy Manual updated on the Computer Network and update hard copies in Staff Room (for trustees), vault, employee break room, and permanent copy in Secretary’s office.
• Prepare and maintain board minute books, minute books for all subsidiaries of the Cooperative, Articles of Incorporation and Bylaws, and Rate Schedules.
• Set up board room for monthly board meetings with refreshments available, and reservations for meal.
• Maintain accurate, complete and up-to-date confidential personnel files.
• Prepare and distribute performance reviews.
• Maintain years of service records for awards and make sure appropriate awards are available.
• Serve as Privacy Officer for HIPAA purposes with medical insurance and Section 125 Cafeteria Plan.
• Keep birthday list of employees and trustees and prepare cards in timely manner for General Manager to sign and send.
• Coordinate Wellness Program, Wellness Library, and Health Fair as required.
• Receive all telephone calls for General Manager and transfer to voice mail if not in the office.
• Type reports, tax forms, etc. for Director of Accounting as needed.
• Clean, dust, and vacuum Manager’s and Secretary’s office occasionally since offices are locked.
• Assist General Manager at annual meeting and prepare name tags for all employees and trustees.
• Assist General Manager with selection of Christmas gifts for trustees.
• Assist Youth Tour Essay Contest director with mailings, entries, copies, etc.
• Assist Safety Compliance Officer with confidential drivers’ records, drug testing, supplies, etc.
• Keep OSHA 300 records of accidents and injuries.
• List and track PCB records for Manager of Operations and Warehouse Foreman.
• Type records for CPR/AEDP/First Aid training for CPR instructor.
• Keep trustee pictures and retiree pictures in wall frames up to date.
• Serve as liaison between Bloodmobile and employees; do scheduling & post notices.
• Keep key to vault key cabinet, and keep keys in order.
• Perform other duties as requested.

The mental and physical requirements for this position include, but are not limited to the following:

• Must be able to communicate with supervisors, co-workers, and the general public. Must also be able to give verbal and written instructions.
• Must be able to operate keyboards, typewriters, and other office equipment to perform activities.
• Must be able to make quick, rational decisions on your own.
• Must be able to deal with customers in a desirable manner, and direct them to the department that will best serve them.
• Must have ability to work steadily for prolonged periods of time, doing a variety of tasks, with many interruptions, a high degree of accuracy, many deadlines,…