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Administrative Assistant - FS Partners - Alliston, Ontario

 

FS PARTNERS, a division of GROWMARK, Inc., is a great company for which to work, large enough to offer solid career opportunities and great benefits, but with a friendly, personal feel.  At FS PARTNERS, we specialize in agronomy, energy products and grain marketing.  We are driven to deliver innovative solutions to help improve the profitability of our customers and farmer owners.

We have more than 150 employees and serve approximately 15,000 customers across southwestern and central Ontario.  The people we hire are professional, courteous, knowledgeable and self-motivated, and supported by ongoing training programs such as FS University. 

 

PURPOSE AND SUMMARY STATEMENT

 

Under the direction of the Branch Manager, the Administrative Assistant performs a wide variety of administrative support and office clerical functions.  These include data entry, controlling and processing all invoices and receiving, providing some customer service.   Promotes FS PARTNERS’ products and services to allow FS PARTNERS to achieve profitable objectives. Unusual problems are referred to the Branch Manager.

 

 

SUPERVISION AND LEADERSHIP

 

No responsibilities.

 

 

ESSENTIAL JOB FUNCTIONS

 

Serves as the secondary backup to other Administrative positions.

 

Performs general office duties such as, opening, dating, sorting, and distributing mail, as well as preparing courier bags for pickup, distributing, and updating forms, address labels, mailing lists, and office materials inventory, filing all delivery and receiving paper work daily, while maintaining customer and vendor files and advising appropriate staff regarding shortages in office supplies.

 

Prepares delivery tickets, blend tickets, bookings, and invoicing of goods and services according to procedures.

 

Counts, sorts, weighs incoming goods, verifies the receipt of items against shipping document.  Records and checks quantity and quality of goods received for conformity to purchase orders and specifications, and communicate with supervisor all customer returns, rejections, and credits. Promptly submits proper documents and notification to accounts payable.  

 

May be required to verify and/or match customer contracts, bookings; store products in the assigned location in or around the warehouse, as well as grade grain for quality and assist with scale ticket input.

 

Operates office machines, such as photocopiers and scanners, fax machines, voice mail systems, personal computers and computer systems (i.e. Microsoft Office) on a frequent basis.

 

Performs various accounting functions, such as prepares receiving vouchers as product is received, requisitions, booking and/or contract information, daily customer invoices, including direct shipments and interbranch transfers, then inputs data in computer system. Collects deposits or payments as they are received and assists with customer statement reconciliation. May be required to administer and disburse petty cash.

 

Communicates mostly with employees, and occasionally with customers and other individuals via telephone or in person. Will answer basic questions and disseminate information.  May take some customer orders, as well as records and relays messages when necessary to appropriate personnel. 

 

Completes and organizes paperwork associated with the shipping/receiving of products/services for the location.

 

Prepares reports, usually on computer, following well-established procedures; uses spreadsheets or database applications as required, extract materials from files, records, etc.

 

Maintains efficient and up-to-date manual and automated filing system appropriate to the activities of the location, including inventory and customer database.

 

Ensures month end mailing of customer invoices.

 

Ensures that adequate operating levels of office supplies are maintained, by preparing and processing requisitions. 

 

May be required to assist in reconciling month end inventories and receiving’s and ensures transactions are inputted in the correct month end period. Corrects computer inventory values, as directed by supervisor or as pertaining to cycle count or physical inventory and tracks discrepancies.

 

 

OTHER JOB FUNCTIONS

 

Follows GROWMARK Workplace Health, Safety & Environmental policies and procedures. Under the Occupational Health and Safety Act (OHSA) employees must: use or wear any equipment, protective devices or clothing required by the employer; report any known workplace hazard to the employer or supervisor; report any known contravention of the Act or regulations to the employer or supervisor; not use or operate any equipment or work in a way that may endanger any worker.

 

Performs other duties as assigned.

 

 

REQUIREMENTS

 

            Education and Experience

 

Normally requires a minimum of Grade 12 education, completion of college or other courses in business administration, plus prior working experience, knowledge of modern computer software and general office procedures.  Minimum of 60 wpm preferred.

 

Functional Competencies

 

Proven written and oral communication skills and the ability to interact in an articulate and professional manner with staff and customers.

 

Proven ability to utilize organizational and multi-tasking skills to ensure maximum productivity and manage time effectively.

 

Proven ability to work independently, in a team-oriented environment, and achieve results through others.

 

Proficiency in the use of office equipment including faxes, computers, photocopiers etc., as well as other office procedures.

 

Recommends improvements in service, or invoicing methods and procedures in order to ensure processes are efficient and up to date.

 

Proven computer skills including complex spreadsheets through Excel, database management skills, and various software applications, and the ability to use the computer to enhance business processes.

 

            Core Competencies

 

Demonstrates GROWMARK core competencies including business knowledge, collaboration, communication, customer focus, decision-making, and skill development.

 

            Other Requirements

 

May be required to work extended hours, particularly during peak seasons.

 

Must be able to be trained in GROWMARK’s Workplace Health, Safety & Environmental policies and procedures, including Accident Reporting, Emergency Response Plan, Fire Safety, General Safety Rules, Health & Safety Rights, Health & Safety Roles and Responsibilities, Safe Manual Lifting, Slips Trips and Falls, and WHMIS.

 

 

JOB SPECIFICATIONS

 

Mental Effort

 

The incumbent works independently within established policies and work procedures and is called upon to make clerical and administrative decisions within their scope of practice set by the Manager. Unusual problems are referred to the Credit Manager.

 

Requires periods of concentration, normally moderate in intensity and attention to detail while completing routine administrative office work and entering data into the computer in a fast paced work environment.

 

The incumbent may encounter moderate to occasionally high mental stress increases prior to and during month end activities, during peak season, and in handling interruptions that require refocusing.

 

Physical Effort

 

Most of the incumbent’s time is spent in a sitting position while working at a computer screen, with opportunity to move about. Office work may result in long periods of viewing data on a computer screen and/or on paper. Possible eyestrain from using computer for long periods of time on a daily basis.

 

Occasional lifting, carrying and putting away parcels weighing up to 35 lbs. may be required, and depending on location may be up to 55 lbs (i.e. see corn 25 kg bags).

 

Physical demands include occasional turning, bending, pulling, and reaching, and repetitive finger, hand and arm movements, throughout the shift to accomplish tasks.

 

Working Conditions

 

Work is conducted mainly in a typical office environment, with slight exposure to other warehousing or storage facilities with generally satisfactory conditions, sometimes in a noisy, open area while interacting with team members and serving customer’s needs.  Additional hours or time outside of normal hours may be necessary due to operational requirements.

 

Benefits:

  • Competitive wages
  • Excellent benefit plan
  • Excellent work experience
  • Ongoing training and development
  • Tuition aid for further education


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