(BDADM)-Board Administrator

Job Information

Job Title: Board Administrator

Department: Executive

Reporting Relationship: General Manager

FLSA Status: Exempt

Grade: M

 

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.
• Monitor