Board Secretary/Paralegal

At Community Financial System, Inc. (CFSI), we are dedicated to providing our customers with friendly, personalized, high-quality financial services and products. Our retail division, Community Bank, N.A., operates more than 200 customer facilities across Upstate New York, Northeastern Pennsylvania, Vermont and Western Massachusetts. Beyond retail banking, we also offer commercial banking, wealth management, investment management, insurance and risk management, and benefit plan administration.

Just as our employees are committed to helping our customers manage their finances, we're committed to our employees. After all, they make it happen for our customers every day.

To ensure our people can enjoy long and successful careers here at CFSI, we offer competitive compensation, great benefits, and professional development and advancement opportunities. As an equal-opportunity workplace and affirmative-action employer, we celebrate and support a diverse workplace for the benefit of all: our employees, customers and communities.

General Responsibilities:

We are seeking an experienced and highly organized professional to serve as Board Administration & Shareholder Relations Officer for the company. This dual-role position is responsible for for all administrative matters related to the Board of Directors and ensuring the smooth operation of all Board and committee governance activities, as well as maintaining corporate records, and interfacing with and supporting the Senior Executive Team. The position will also be responsible for various duties as the Company's representative for shareholder matters with the Company's transfer agent, including managing shareholder communications. The ideal candidate will have deep knowledge of corporate governance, Section 16 reporting, exceptional organizational and communication skills, and the ability to interact confidently with executives, Board members, regulators, and investors.

Essential Duties:

1. Act as the Company's primary administrator for the Company's Board of Directors to provide detailed support to the Board of Directors in order to facilitate the matters related to the Board of Directors' functions, and complete the following duties and tasks:

1. 1. Coordinate the agendas and materials for monthly Board of Director meetings, including loading materials into the electronic Board portal.
   2. Draft and maintain minutes for the various Board and Committee meetings.
   3. Maintain various corporate records and documents, including Minute Books for the Company and its subsidiaries.
   4. Process payments and reimbursements for the Board of Directors, including verifying compliance with the Company's policy on the reimbursement of business expenses.
   5. Coordinate the logistics for onsite and offsite Board meetings. Monitor and approve invoices with respect to the Board of Directors meetings.
   6. Interface regularly with the Board of Directors and Senior Management to complete tasks in an efficient and diligent manner.
   7. Serve as a primary liaison between the Board, senior management, and outside advisors.
   8. Support Board onboarding, training, annual self-evaluations and D&O questionnaires.
   9. Manage secure Board portal technology and ensure timely distribution of materials.

2.Act as the Company's Shareholder Relations Representative and interact with the Company's transfer agent with respect to the following duties and tasks:

1. 1. Respond to Shareholder requests for information and provide support with respect to their stock ownership questions.
   2. Assist the Company's transfer agent to provide services to the Shareholders, including re-registering shares, sales via the transfer agent's platform and obtaining account information.
   3. Notify the NYSE and transfer agent regarding the quarterly dividend payments.
   4. Assist the Company's public relations firm to coordinate the Company's quarterly and annual mailings to Shareholders.
   5. Monitor and approve invoices with respect to the transfer agent and mailings to Shareholders.

3. Assist with the preparation of the Annual Shareholders' Meeting and complete the following duties and tasks:

1. 1. Assist in the preparation, filing and distribution of the annual proxy statement and related filings.
   2. Coordinate the logistics for the annual Shareholders' Meeting.
   3. Coordinate with the Company's transfer agent, public relations firm and outside vendors to complete the mailing of the Company's proxy materials.

4. Provide administrative support to members of the Senior Executive Team including the following duties and tasks:

1. 1. Assisting in the administration of the Company's policy governance framework, including overseeing the review and approval of certain board or management policies.
   2. Assist with the preparation of investor relations materials, including PowerPoint presentations and handouts.
   3. Provide support and organization with respect to special projects, including merger and acquisition activities.
   4. Manage the Company's insider trading filings and related filing codes with the SEC.
   5. Respond to internal and external audit inquiries regarding materials maintained by the Board Administration and Shareholder Relations Officer.

Ancillary Duties:

As an integral member of the Executive Department this position will assist the Executive Team and Legal Department in achieving its goals and will be responsible for additional duties related to the Department's day-to-day activities.

Education:

• A.A.S Degree or equivalent with additional specialized business education or equivalent; advanced degree or governance-related certification (e.g., paralegal certificate) preferred.
• All applicants must be 18 years of age or older.

Skills:

• Exceptional written and oral communication, interpersonal and organizational skills; Proven ability to maintain confidentiality, handle sensitive information, and work under pressure. Proficiency in Board management software and Microsoft Office Suite; experience with SEC filing tools preferred

Experience:

• At least five (5) years of experience supporting the Board of Directors and senior executive team of a larger business enterprise or in corporate governance, legal, or investor relations roles at a public company or in a law firm setting. Previous work experience with a financial services company and/or the Board of Directors of a publicly-traded company preferred.

Compensation: Commensurate with experience plus potential for annual merit increase. In addition to your competitive salary, you will be rewarded benefits including: 11 paid holidays, paid vacation, Medical, Vision & Dental insurance, 401K with generous match, Pension, Tuition Reimbursement, Banking discounts and the list goes on!

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee may be required to stand, walk or sit. Use hands and fingers, handle or feel, reach with hands or arms, and speak and hear. The employee may occasionally be required to lift and or move up to 25 pounds. Specific vision abilities required by this job include close vision, and the ability to focus.

The Company is an Affirmative Action, Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, sexual orientation and gender identity), national origin, citizenship status, age, disability, genetic information, veteran status, or any other characteristic protected by applicable federal, state or local law.

The Company will make reasonable accommodations for qualified individuals with a disability. If you have a physical or mental impairment and would like to request an accommodation with respect to the application process, please contact the Human Resources Department.