Assistant Board Administrator

Description

POSITION SUMMARY:

Responsible for assisting the Board Administrator for shareholder relations, communicating with Board members and coordinating shareholder lists and registrations. Perform administrative and managerial duties supporting Board of Directors and Executive Management staff as directed by Board Administrator and Chief Financial Officer.

OBJECTIVES OF THIS ROLE:

Assist with the Board Administrator in handling all Bancorp and Bank recording and documentation of all Board activities including:

• Executing and maintaining all required official corporate filings, documents, and records.
• Supporting of the Board in carrying out fiduciary duties.
• Shareholder relations including stock issuance and transfer operations, escheatment, shareholder correspondence, prepare and distribute proxy statement, annual report and annual financial report
• Preparation of the drafting of the annual shareholder proxy – working with executive management, board administrator and legal counsel

RESPONSIBILITIES:

Assist or complete as directed by the Board Administrator:

• Facilitating the collection and reporting of Ohio, Michigan and Indiana BankPac campaigns.
• Facilitating the Notary Program and assist employees with attaining Notary or renewal in appropriate state.
• Aiding in the medallion program, assuring coverage at all offices and record keeping is in compliance along with providing the service
• Preparing and filing insider trading reports with the SEC for Board and Executive Management.
• Assist the Executive Team and legal counsel in drafting the annual shareholder proxy statement.
• Facilitate the orientation of new Director and assist in Director training and development.
• Managing Board member fees, stock allocations, and expense reports.
• Creating agendas, scheduling Board meetings, retirement receptions, strategic planning events.
• Managing all Board Committee activities, meeting logistics, minute taking, calendars & communications.
• Managing Director fees/maintenance, including long-term incentive plan Company stock.
• Create agenda and scheduling Board meetings.
• Managing Board and committee activities, meeting logistics, record minutes, company actions and facilitate Board communications.
• Manage process pertaining to the annual shareholders meeting and determining responsibility for each component on the annual meeting.
• Manage Medallion Guarantee Signature Program through KEMARK, the program administrator.
• Assist with issuance of Company stock for Officers, including vesting through the long-term incentive plan.
• Assist Holding Company CFO with restricted stock.
• Utilize sales training skills to provide outstanding customer service.
• Comply and satisfactorily pass tests for bank policy and regulatory compliance that apply to position.
• Other duties as assigned.

Requirements

QUALIFICATIONS: EDUCATION and/or EXPERIENCE 

Associate’s degree or equivalent in any discipline and three to five years related experience and/or training in administration; or equivalent combination of education and experience, required. Experience related to SEC law or other legal expertise, preferred. 

SOFTWARE COMPENTENCY:

• Shareholder Portal - Broadridge
• Board portal - Boardvantage.
• Bank’s policy portal – Ncomply
• FISERV Premier
• SEC reporting software – Active Disclosure

ADDITIONAL REQUIREMENTS: CERTIFICATES, LICENSES, REGISTRATIONS             

Notary Public Commission, Medallion Ability to work onsite at Archbold Main Office 5 days a week

COMPLIANCE:

• As generally applicable to F&M Bank and commensurate with these job functions, this job role includes accountabilities for following Bank policies and related procedures, as well as regulatory requirements involving federal and state laws, regulations, and related guidance.
• Compliance with Bank Secrecy Act (BSA), including accurate completion of Currency Transaction Reports (CTR) when applicable, Anti-Money Laundering Act (AML), Office of Foreign Asset Control (OFAC) and the USA PATRIOT Act. Adhere to Customer Identification, Customer Due Diligence and reporting of suspicious activities to the BSA Department. 

EXEMPT/SALARIED COMPETENCIES:

• Job Knowledge: Understands duties and responsibilities, possesses necessary job knowledge and technical skills, maintains job knowledge current.
• Productivity: Manages a fair workload, volunteers for additional work, prioritizes tasks, develops good work procedures, manages time well, and handles information flow.
• Quality: Is attentive to detail and accuracy, is committed to excellence, looks for improvements continuously, monitors quality levels, finds root cause of quality problems, owns/acts on quality problems.
• Self-Development: Seeks out and accepts feedback, is a proactive learner, takes on tough assignments to improve skills, keeps knowledge and skills up to date, turns mistakes into learning opportunities.
• Adaptability: Ability to plan and organize work in new or changing situations, to apply self in emergencies and to respond to new procedures.