Top Agency Executive jobs in Huntsville, AL

Since 1968, the Top of Alabama Regional Council of Governments (TARCOG) has united municipal, county, and state governments and federal agencies to work as a single team focused solely on improving the region that now includes more than 713,000 residents.

We identify and address common regional issues, opportunities, and challenges of northeast Alabama’s municipalities and counties, including DeKalb, Jackson, Limestone, Madison, and Marshall.

TARCOG is seeking a dynamic Executive Director/HR Administrative Assistant to join our team. We are looking for an individual who share our core values of service, initiative, accountability, and transparent communication.

SUMMARY DESCRIPTION: Responsible for providing clerical and administrative support to the Executive Director and Human Resource Manager. Assists in maintaining relationships with clients, vendors, and community leaders, organizes meetings, makes travel arrangements, and handles correspondence. Assists the HR Manager with communications, scheduling of staff meetings/trainings, processing of new hire paperwork, and other administrative tasks.

RESPONSIBILITIES AND DUTIES:

Executive Director Support:

1. Schedules staff meetings, prepares agenda and meeting materials for monthly Board meetings, and records notes/takes meeting minutes. Secures and prepares location, schedules catering, prepares materials for meetings, organizes post-meeting clean up, and assists Board Members as needed.

2. Manages calendar for conference rooms.

3. Creates and maintains forms, spreadsheets, and databases.

4. Prepares and distributes office correspondence, receives and distributes incoming and outgoing mail, and other official documents as required. Prepares external correspondence as requested; creating, proofreading, distributing, and filing documents as required.

5. Files outgoing/incoming correspondence, reports, and other documents within three (3) days of receipt/distribution to maintain office information/documentation for easy retrieval. Saves appropriate documents/reports to shared drive so that the most current draft of a document can be located for use by appropriate TARCOG staff.

6. Assists the Executive Director in maintaining calendar of scheduled meetings/appointments/conference dates and times to avoid conflicting appointments/meetings; reminders the Executive Director of meetings/appointments. Maintains an up-to-date notebook of community and state leaders and institutions. Maintains Executive Director’s correspondence in a professional and confidential manner.

7. Exchanges information with appropriate outside personnel to arrange TARCOG Board Meetings and other TARCOG meetings/conferences. Assembles/mails information in a timely manner to inform Board Members and/or appropriate personnel of meeting times, dates, and locations. Coordinates with Board Members to lead the Pledge of Allegiance and Invocation.

8. Maintains documented procedures used in the administrative office (including reception) for reference by new staff or other TARCOG staff.

9. Maintains and updates lists to include State and US Senators and Representatives, Municipalities and County Commissioners. Sends out list upon request.

10. Keeps sign in roster updated with current employees. Maintains staff list to include address and phone numbers, staff birthday list, and maintains mailboxes with current staff names.

11. When contracts are received from Providers, is responsible for getting TARCOG Board Members signatures on approved contracts.

12. Assists in travel arrangements and reimbursements for management and Board Members.

13. Serves as Notary Public assisting departments as needed, in addition to attestation of Executive Director documents.

14. Serves on internal committees representing and informing the Executive Director of proposals.

15. Assists with coordination of annual AARC conference registration and travel arrangements for staff attending.

Human Resources Assistance:

1. Assists in maintaining an up-to-date listing of staff information and emergency contacts.

2. Assists in creating and maintaining agency documents including, but not limited to, organizational charts, letterhead, holiday schedules, phone list, newsletter, etc.

3. Assists in training new TARCOG staff on use of general office equipment.

4. Maintains sign-in of attendance for staff meetings, trainings, and company events.

5. Assists with processing background checks, FBI fingerprinting, and filing.

6. Assists with the submission of benefits enrollment forms.

7. Assists HR Manager with document proofreading.

8. Assists the HR Manager with planning event details, including backend planning for employee engagement.

9. Assists with putting together new hire welcome packets.

Reception Supervision:

1. Supervises front desk receptionist, and coordinates front desk receptionist staffing, ensuring that there is always coverage, and that callers and visitors are assisted. If receptionist is unavailable, greets visitors; notifies requested personnel of visitors, directs visitors to appropriate personnel, and if requested personnel is unavailable, inquires if someone else can assist visitors. If receptionist is out on leave, is responsible for coordination of other administrative assistants filling in for the front desk.

2. Serves as backup to weigh and postmark outgoing mail, ensuring mail has appropriate postage, deliver to post office or appropriate mailbox pickup location. Communicates with other shipping companies for mailing larger packages or next day delivery of packages; documents procedures for using various types of available mailing/shipping services for reference. Responsible for keeping postage in postage meter and handling any meter related issues.

3. Overall responsibility for supervision and coordination of workflow in reception area. Trains and supervises receptionists through meetings, correspondence, verbal conversations, etc. to review work, solve problems, assign tasks, determine training needs, counsel employee on performance, and set goals.

4. Interview/test applicants for reception position to provide recommendations of applicants to the Executive Director and HR Manager.

Marketing Assistance:

1. Proof reads the monthly e-newsletter. Provides Board Member highlights to Marketing to include in the e-newsletter.

2. Assists with the monthly announcement of Employee of the Month by collecting employee information and building employee profile.

3. Assists with the Wellness Campaign.

Other Duties:

1. Manage staff uniform, TARCOG bags, and business card ordering, inventory, and distribution.

2. Other duties as assigned.

The assignment of duties is not limited by the content of the job description.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

1. Ability to operate office equipment such as console telephone, computer, electronic typewriter, electronic transcriber, document binding equipment, fax machine, copy machine, postage scale, and postage meter.

2. Ability to take and transcribe dictation.

3. Ability to communicate verbally and in writing to exchange information with co-workers and outside personnel as required, to greet visitors, and to receive, answer, and refer telephone calls.

4. Ability to provide excellent customer service skills and a desire to work with the public.

5. Knowledge and ability to do word processing and data input/retrieval using computer, word processing software, and spreadsheet software. Proficient in Microsoft Office Suite, including Word, Excel, Powerpoint, Outlook, and Publisher.

6. Extensive knowledge of grammar, punctuation, spelling, and general office practices.

7. High school graduate or equivalent with at least three (3) years of secretarial experience, including computer training, or any combination of education and experience. Supervisory experience preferred. HR Degree preferred.

8. Strong organizational skills and attention to detail.

9. Knowledge of Human Resources rules and requirements and an understanding of state and federal laws.

10. Must possess a high level of integrity with the ability to protect and maintain the confidentiality of information.

11. Be highly proactive and self-motivated, have a positive attitude and disciplined work ethic.

TARCOG is an Equal Opportunity Employer.

Job Type: Full-time

Pay: $22.00 - $25.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Experience:

• Microsoft Office: 1 year (Required)

Work Location: In person