Risk and Compliance Administrative Assistant - (Amarillo) in Amarillo, Texas For Sale

Scope of the RoleThe Risk Compliance Administrative Assistant provides administrative support to the Risk Compliance department, and is responsible for managing administrative projects and tasks, as well as developing and coordinating work plans and schedules dependent on the availability of internal and external resources. Additionally, the position is the highest level administrative resource responsible for assisting with the development and execution of the risk management, internal audit, crisis management, and compliance document management strategy. This position has the responsibility to ensure that all cooperative compliance documentation is easily accessible and readily available for review at any time, while following record retention guidelines in accordance with FERC, corporate, and other regulatory requirements. The position is also responsible for developing and maintaining a database of required regulatory compliance filings across the cooperative. This position deals with sensitive and confidential matters important to the overall operation and success of the Cooperative. Decisions made and advice given by this Administrative Assistant could materially impact the organization financially and operationally. Non-compliance with regulatory and contractual obligations could potentially put the Cooperative in a predicament that its future would be in question.Performance OutcomesAdministrative Support to the VP of Risk and Compliance and Other Department Staff: Assisting VP of Risk and Compliance and Staff by providing organized and efficient administrative support. Working independently, keeping supervisor and other staff members so designated informed of progress and/or potential problems. Priorities and deadlines for routine work are set by the employee based on knowledge and past experience. Employee is responsible for resolving conflicts, maintaining confidentiality, meeting deadlines, ensuring accuracy and maintaining effective working relationships. Assuring that work conforms to guidelines and precedents; assuring quality in work performed. Managing VP's calendar, eliminating scheduling conflicts and keeping it up to date with travel and meetings. Coordinating travel arrangements. Scheduling meetings, including coordination of facility arrangements, luncheons, lodgingand travel, as well as preparation of any related material, technology (eg, BlueJeans, Lync, Skype, phone, conference room, etc.) and travel itineraries. Coordinating arrival of guests and vendors to ensure each person signs in and receives a visitor badge. Preparing and reconciling departmental expense statements. Coordinating departmental meetings and logging action items. Taking dictation; preparing, transcribing, processing, and distributing correspondence, detailed reports, status reports, forms of contracts, agreements, licenses, memoranda and other related matters of confidential and/or complex nature. Developing, tracking, and reporting departmental dashboard and newsletter materials. Coordinating and creating key reports and other key documents on behalf of supervisor. Assisting in the preparation and review of documents, including proofing, redlining and formatting. Analyzing work processes and drafting work-flows / process-flows (eg, in Visio). Performing and prioritizing special projects with a high level of focus on quality and accuracy. Developing a departmental system for tracking and reporting on status of Action Items. Helping to develop, track, and report on the departmental budget; helping to control costs by monitoring how money is spent, and reviewing and coding invoices prior to submission to the VP. Keeping abreast, when possible, of energy, environmental, regulatory and other matters within the purview of Cooperative responsibilities in order to respond intelligently and accurately to inquiries or refer inquiries to appropriate parties inside or outside the Cooperative.Risk and Compliance: Assisting the Risk Compliance department staff by developing and drafting processes, policies and procedures. Assisting with maintenance and upkeep of the Corporate Risk Register, the Project Delivery Model (PDM), and Project Management Committee (PMC) SharePoint site. Developing and maintaining a tracking and reporting mechanism for strategic decisions made using the GSEC Decision Quality (DQ) Process. Assisting and or facilitating risk workshops (internally and externally, and with Members). Developing, maintaining, and updating the regulatory compliance filing database, web portal (eg, SharePoint), and tickler system / compliance calendar. Assisting with the agenda for the NERC Compliance Committee, Internal Risk Management Committee (IRMC), and Project Management Committee (PMC) meetings and off-site meetings, including facility and travel arrangements for meeting participants if required. Preparing and maintaining a master copy of all approved NERC Compliance Committee, Internal Risk Management Committee (IRMC), and Project Management Committee (PMC) meeting minutes, related action items and policies to ensure an official record of these meetings. Keeping the Regulatory Issue Tracker (RIT) up to date, as directed by designated supervisor. Establishing and maintaining appropriate files, logs, evidence, and records, including confidential information. Coordinating quarterly NERC Self-Certifications; filing compliance documentation and making electronic submissions. Assisting with risk assessments and business impact analyses. Assisting with and running emergency response drills. Documenting and tracking risk mitigation plans. Assisting department staff to develop, execute, and track annual training plans. Developing and maintaining effective and efficient risk and compliance tools in SharePoint. May, at times, be required to give training to personnel inside and/or outside the department.Teamwork/Collaboration: Presenting information with a high degree of professionalism. Working with the Manager of Executive Business Services to facilitate adherence to administrative support guidelines, to communicate changes in office administration practices, and to share knowledge of administrative duties, particularly technology; Demonstrates ability to be innovative and suggest change/improvements within scope of the Administrative Team. Providing accurate, official corporate records of business proceedings at the meetings of the Board of Directors and committee meetings, as requested. Assisting with preparations of the regular meetings of the Board of Directors and the Board committees and the annual meeting of the Members, including the drafting of resolutions, agendas and minutes. Working collaboratively with the Administrative Team to ensure that the organization runs smoothly; including backup support for answering and transferring calls on a multi-line phone system, greeting guests/visitors and accepting deliveries as needed. Responsible for department luncheons; scheduling, setup and clean up.Employee Development: Attending annual administrative professional training. At times, may be responsible for attending meetings, workshops, conferences, webinars, and conference calls on technology (eg, SharePoint), risk management, compliance, internal audit, and/or crisis management.*Perform other duties and work as assigned.Complexity of Problems It is imperative that this position maintain the utmost attention to detail and accuracy. Continually improving work processes and procedures to manage and monitor progress on multiple tasks efficiently and improve work quality and efficiency in the Risk and Compliance department. Working independently while exercising judgment, initiative and professionalism in performing administrative support to the VP of Risk and Compliance and department Staff. Ability to thrive under pressure and execute within strict deadlines, possess a strong workethic, and strong organizational skills. Working effectively with external and internal contractors, and Members as required in ongoing matters. May require up to 10% travelInternal and External Contacts Internal contacts will include employees at all levels within the organization. External contacts may be persons from Member Systems, Board of Directors, vendors, consultants, national and state associations, and regulators/auditors.Education, Knowledge, and Experience Required High degree of personal integrity, discretion and confidentiality. Associate Degree in secretarial science or equivalent (minimum of 2-3 years prior administrative experience); Bachelors of Business Administration preferred. Ability to work independently with a minimal amount of guidance to complete assignments in a timely and efficient manner. This position requires a thorough knowledge of:o Standard office practices and procedures.o Office administration, basic accounting skills, and time management skills to allowfor efficient and effective support of the Vice President of Risk Compliance andDepartment staff.o Electronic communications and application software, eg Internet Explorer, Microsoft Office, Excel, Power Point, Vision, SharePoint, Office 365, mind- mapping tools, and other computer software. This position requires the following abilities and skills:o Above average typing and transcribing skills.o Ability to coordinate projects.o Sound problem solving and technical skills.o Excellent organizational and planning skills.o Excellent interpersonal relationship skills.o Excellent verbal and written communication skills.o Ability to work efficiently and effectively in high pressure situations.o Ability to make effective use of supervisors' time and resources.o Experienced with developing and aiding in the development of power pointpresentations for Golden Spread Board of Directors meetings and other staffmeetings. Must be able to lift and carry a minimum of 50 lbs. on a semi-regular basis and perform other minor physical tasks as needed.FLSA Status Non-ExemptHow to apply:Please logon to Golden Spread Electric Cooperative's iApplicants site to submit an application and resume.
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