Administrative Specialist

Company: Dairy Farmers of America, Inc.
Location: Medina
Posted on: March 18, 2023

Job Description:

General Purpose:

Perform essential administrative tasks related to day-to-day activities of the entire Member Services department. Provide direct administrative support to managers in the Member Services department.

Job Duties and Responsibilities:

Support department in milk quality tracking, reporting and research providing technical assistance in composing reports, utilizing available technical resources (i.e. Power BI, Access databases, Share Point etc.) and maintain producer files related to milk quality concerns
Make logistical arrangements and provide administrative support (e.g., location, lodging, meeting room, food service, transportation, audio-visual support, printed materials, etc.) for assigned meetings and events, working within budgets and stakeholders' vision. Monitor details such as service deliveries, facilities and audio-visual equipment throughout the meeting/event. Ensure facilities are set up appropriately and upon meeting/event completion that resources are cleaned, returned and reset in a professional manner. Review all invoices from assigned meetings and events for accuracy. Pay invoices that fall within this position's expense authorization limit
Maintain several databases/spreadsheets. Design, run and distribute reports based on the information in them (e.g., tracking milk disposal, competitive pricing, milk quality management, etc.). Collaborate with information services and serve key role to develop and/or revise databases. Diligently pursue continuous improvement in processes, data researching and reporting
Develop slide decks and presentation materials for member services management team
Create, design and maintain forms, checklists and other materials for field staff to utilize in assisting members with milk quality, farm conditions, survey preparation, etc. Ensure all printed material designed for distribution to members meet DFA branding standards
Continually work to improve performance and processes and encourage cooperation within the Member Services department and with all other DFA departments/offices
Work in coordination with MEA communications team to compose and proof letters, reports, newsletter articles and other written and electronic materials ensuring that information, grammar, punctuation and spelling is correct and DFA branding standards are maintained
Design and maintain departmental and role specific job aids, operation guides and other resource materials
Maintain a high degree of confidentiality and accuracy when performing all job duties and responsibilities
Occasional over-night stays required with travel
The requirements herein are intended to describe the general nature and level of work performed by employee; but is not a complete list of responsibilities, duties and skills required.Other duties may be assigned as required
Requirements:

Education and Experience

Associate degree in office operations/administration, business management or closely related field of study. Bachelor's degree preferred. Experience may be accepted in lieu of degree
Two to four years of job experience in providing comprehensive administrative support for a geographically dispersed management team

Knowledge, Skills and Abilities

Proactive mindset and approach to work
High attention to detail, accuracy and confidentiality in all tasks. Approach work with sensitivity to the culture of a farmer-owned organization
Must be a self-motivated, self-starter capable of collaborating and coordinating efforts effectively
Excellent written and verbal communications skills and ability to build effective relationships with a wide variety of people in business/social settings
Intermediate/advanced proficiency using current Microsoft Office software applications and SAP
Strong customer service skills
Ability to manage multiple projects simultaneously and accurately prioritize the workflow
Above-average personal initiative and follow-through in completing duties and responsibilities
Strong sense of urgency to complete all tasks in a timely manner
Must be able to work on a computer for long periods of time throughout the workday
Valid driver's license with no significant restrictions or violations
Must be able to read, write and speak English

An Equal Opportunity Employer%52576217% %%admin%%

Keywords: Dairy Farmers of America, Inc., Cleveland , Administrative Specialist, Administration, Clerical , Medina, Ohio