(BDADM)-Board Administrator

Job Information

General Responsibilities:

Under general direction, the Board Administrator will provide administrative support to the Board of Directors. The Board Administrator role focuses on meeting coordination, performs duties of a corporate secretary, provides project-related support to the directors, the general manager and the board’s attorneys; oversees the completion of Board and Committee minutes; oversees the corporate records of the organization relating to action taken at Board and Committee meetings; performs administrative duties relative to guidelines pertaining to the Board of Directors; and serves as main contact for the system’s Board’s Office Board Portal – Diligent. The Board Administrator role exercises independent judgment daily relative to familiarity with the Board policies and procedures; it requires initiative in identifying and promptly and appropriately addressing issues, and it requires excellent planning, organization, communication, and multi-task skills. The Board Administrator plays an important role relative to the ongoing organization and administration of the Board’s established and policies and procedures and all duties must be performed in conformance with established and approved policies and procedures.

Essential Job Functions:

Board Functions:

• Provides and coordinates all administrative support to the nine-member Board.
• Develops and maintains the Board of Directors Orientation Manual (electronic in Diligent) and other Board-related permanent record documents, updating the manual as needed.
• Coordinates orientation for the nine-member Board and schedule training for Diligent 
• relative to Board and Committee meeting books (Board Portal).
• Issues and monitors assigned iPads to the board of directors relative to the online Board Portal, Diligent.
• Works with the Board Chair and Committee Chairs, other directors, and the general manager to manage and schedule biweekly Board, Committee, and Special meetings and Board retreats, including preparing and posting meeting notices and giving notices per Alabama's Open Meetings Act.
• Prepares annual notice Under Act No. 2015-164, Section 4(c), relative to a public hearing wherein the Board of Directors intends to consider taking action that will result in a rate increase (before approval of the Annual Budget).  
• Tracks directors’ meetings, prepares documentation of individual director's meetings relative to supervising and attending to the business of the board and prepares and requests monthly directors’ expense allowance for nine (9) directors in accordance with guidelines established by the Legislative Act No. 2015 -164,     approved by the Governor on May 14, 2015. 
• Administers directors' compensation (expense allowance) relative to supervising and attending to the business of the board and the directors' travel expense reimbursement in accordance with guidelines established by the Legislative Act No. 2015-164, approved by the Governor on May 14, 2015.                
• Coordinates and arranges directors' travel and prepares detailed travel plans and itineraries.
• Reviews board and committee meeting booklets in Diligent Boardbooks and monitors the timely notification of availability for directors to review Board and Committee meeting booklets in Diligent Board books.
• Assigns preparation of biweekly Board and Committee meetings to the General Manager’s and Assistant General Managers’ Executive Assistants, Corporate Governance Specialist and Board Administrator, and assists with reviewing and monitoring the initial drafting and completion of Board and Committee minutes in accordance with the Board’s    Corporate Minute Policy approval and signature process of such meetings.
• Attends all Board of Directors and committees' meetings; utilizes the SoniClear Software for recording all meetings; tracks action items requested by the Board of Directors at such meetings.
• Assists with the safekeeping and destruction of documents in accordance with the Board's corporate records retention policy.

Administrative Functions:

• Follows an established budget in support of managing board-related expenses.
• Manages and monitors individual director's schedules relative to supervising and attending to the board's business.
• Maintains individual memberships for the directors in professional organizations related to the water industry.
• Monitors and adheres to adopted administrative policies for consistencies relative to the Board of Directors.
• Maintains Board of Directors' information (e.g., business and home addresses, telephone numbers and up-to-date business cards).
• Monitors BWWB Website posting of contents of approved Board and Committee agendas and approved minutes of Board and Committee scheduled meetings.

Essential Job Functions Con't

• Coordinates and monitors the completion of automation of corporate records on behalf of Board action taken at meetings; that is, storing minutes and resolutions in PDF format on the BWWB Server and building databases of indices of approved items.
• Works with the Information Technology Department to develop, implement and maintain an Information Management System on BWWB Server to centralize current and archived documents in a searchable repository of Board of Directors' and committees' indices of meetings, minutes, resolutions, and agendas.
• Represents the Board when interfacing with customers and handling customers’ complaints to reflect a positive image and, when needed, to refer the customers to the customer service manager to resolve the customer’s issues.
• Maintains regular communications with the directors to keep them informed of significant developments.
• Attends and participates in workshops, seminars, etc., to keep abreast of changes in corporate governance (and the corporate governance professionals) and maintain professional status.
• Adheres to all guidelines relative to the Legislative Act No. 2015-164, signed by the Governor on May 14, 2015.
• Performs projects as assigned and requested by the Board of Directors.
• Keeps the general manager informed relative to all corporate governance job duties, et al., assigned to all executive assistants in the Executive Department.
• Serves as liaison to the Board of Directors.

Leadership Functions:

• Carry out supervisory responsibilities in accordance with the organization's policies and applicable laws.  Ensure all organizational policies and guidelines are adhered to and administered correctly, including the HR Management Guide, Employee Handbook, reviewing and approving timesheets, and expense reports, complying with applicable employment laws, purchasing guidelines, bid law, etc.
• Responsible for interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.
• Champion, model, and administer a performance-oriented culture by demonstrating strong leadership and people development skills.  Seek to develop and monitor key performance measurements and develop/support a work environment that develops, recognizes, holds accountable, and rewards talent to support employee engagement and meet current and future workforce needs. 
• Responsible for demonstrating the organization’s core values and using performance management principles to continuously improve the department and organization's effectiveness, efficiency, products, and services. This includes, but is not limited to, participating in improvement teams, recommending and implementing improvement ideas, and participating in training and other activities to keep up to date on processes, information, etc.
• Champion and ensure the administration of safe work practices and operations.
• Maintain and protect sensitive and private information by keeping employee records confidential in accordance with HIPAA, local, state, and federal laws, and regulations.
• Ensure that PHI/ePHI of employees, plan participants, and other assigned individuals is maintained and transmitted securely and legally.
• Perform other duties as assigned.
   

Essential Job Functions Con't

Education:

Bachelor's degree in Business or related field, or equivalent combination of education and experience required. Employment history must show sufficient experience and/or education, knowledge, skills, and abilities to perform the duties of the specific position.

Certifications

Experience:

Eight (8) years of executive/administrative experience required and knowledge of a water utility with a comparable sized system or other related industry preferred. Substantial experience in performing work that deals with corporate secretarial functions relative to the public sector preferred. 

Knowledge of Robert Rules of Order; Excellent communication, organizational and interpersonal skills; excellent research skills; time management, extensive knowledge of modern general office methods and equipment; demonstrated ability to multi-task and manage multiple priorities; demonstrated leadership and supervisory skills; professional and pleasant demeanor must be portrayed when dealing with Board of Directors, senior executive management, colleagues, supervisors, office staff, et al. Must be proficient in Microsoft Office Suite.

Three (3) years of supervisory-related experience required

**For internal candidates, the successful completion of the following BWW leadership development programs may be counted towards the required supervisory experience:

• Pre-Supervisory Program (STAR) = one year of supervisory experience
• Succession Planning Program = one year of supervisory experience

Supervision:

Corporate Governance Specialist

Physical Demands:

• Ability to stand, walk or sit for extended periods of time
• Reaching by extending hand(s) or arm(s) in any direction
• Finger dexterity required to manipulate objects with fingers rather than with whole hand(s) or arm(s), for example, using a keyboard
• Communication skills using the spoken word
• Ability to see within normal parameters
• Ability to hear within normal range
• Ability to move about

Working Environment:

Moderate Noise (business office)