Administrative Support Specialist - Prairieland FS - Auburn, IL

At Prairieland FS, you have the opportunity to make an immediate impact. Working with the industry's top professionals, you'll develop new expertise through varied job experiences and company-sponsored training programs. And you'll be recognized and rewarded for your contributions. Plus, FS believes in attracting and retaining diverse talent. You can contribute your unique experiences and background to build a community that fosters mutual respect and meaningful relationships.

PAY RANGE: $17.50 to $26.60 / hour

Compensation is determined based on your experience and qualifications.

In addition to base pay, you may be eligible for overtime, commission, and performance-based increases and bonuses.

REPORTS TO: Location Manager                                                                                                      STATUS: Non-Exempt

PURPOSE AND SUMMARY STATEMENT

The Administrative Support Specialist provides customer service, marketing, and administrative support to the location manager and other personnel, ensuring efficient office operations by managing communications, scheduling meetings, maintaining office supplies, and assisting with various administrative tasks.

This role requires excellent organizational skills, attention to detail, and the ability to work in a fast-paced environment.

ESSENTIAL JOB FUNCTIONS

• Processes and records payments on accounts, prepares and reconciles daily deposits with the sales report, and ensures deposits are credited to the company’s bank account daily.
• Records billing transactions in accounting systems and ensures accuracy and consistency in billing processes.
• Gathers purchase orders, sales tickets, delivery tickets, load-out documents, and charge slips to compile data and generate invoices using computer-based programs and software.
• Enter and update information in databases, spreadsheets, and other systems.
• Ensures accurate pricing, maintains current price lists, and keeps precise records and documentation as required.
• Manages and tracks inventory by organizing physical counts, reconciling discrepancies, reviewing shipping documents and bills of lading to verify products received, returned, or transferred, and recording all product movements and transactions.
• Assists with the distribution of monthly customer statements.
• Provide general administrative support to team members, including copying, scanning, and mailing documents.
• Assist with preparing for meetings as needed.
• Ensure compliance with company policies and procedures.
• Demonstrates strong attention to detail, efficiently prioritizes daily tasks, and utilizes organizational skills to manage constantly evolving demands.
• Manage office operations, including maintaining supplies, coordinating with vendors, and ensuring the office environment is well-maintained.
• Answer and direct phone calls, respond to emails, and professionally greet visitors. Act as the point of contact for internal and external communications.
• Prepare, edit, and format documents, reports, and presentations. Maintain electronic and paper filing systems.

OTHER JOB FUNCTIONS

• Follows GROWMARK’s Code of Conduct and Corporate Compliance Program, Environmental Health and Safety, OSHA, and DOT policies and procedures as they apply.
• Follows Environmental Health and Safety, OSHA, and DOT policies and procedures as they apply.
• Responsible for maintaining company equipment according to company standards.
• Comply with the uniform policy and uphold a professional appearance.
• Performs all other duties as assigned.

REQUIREMENTS

Education and Experience

• A high school diploma or equivalent is required. An associate's or bachelor’s degree in business administration or a related field is preferred.
• Proven experience in an administrative or support role, preferably within the agricultural sector.
• Familiarity with agronomic practices, terminology, and industry standards is a plus.
• Proficiency in MS Office Suite (Word, Excel, and PowerPoint).

Functional Competencies

• Strong organizational and multitasking skills, with the ability to prioritize tasks and meet deadlines.
• Excellent verbal and written communication skills, with a professional demeanor.
• High attention to detail and accuracy in all tasks.
• Ability to work effectively as part of a team and collaborate with teammates at all levels.
• Ability to identify and address issues in a proactive manner.
• Strong customer service skills, with the ability to interact professionally with customers and teammates.
• High level of integrity and ability to handle confidential information.

Core Competencies

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

Other Requirements

• Must have a valid driver’s license and satisfactory driving record.
• Follow safety and compliance standards to help ensure their well-being and the safety of others.
• Ability to work hours other than those considered normal at various times throughout the year to meet deadlines and demands.
• The role may require occasional travel to other company locations or industry events, with the ability to travel independently and stay overnight as needed.
• Ability and willingness to participate in required training, including education on GROWMARK’s policies and procedures and additional training related to the position’s requirements.

Physical Demands

Lifting/Carrying                                    Frequency                             Pushing/Pulling                                    Frequency

Under 10 lbs.                                        Frequently                            Under 10 lbs.                                        Frequently

11-20 lbs.                                               Frequently                            11-20 lbs.                                               Frequently

21-50 lbs.                                               Occasionally                          21-50 lbs.                                               Occasionally

51-100 lbs.                                            Not Applicable                     51-100 lbs.                                            Not Applicable    

Over 100 lbs.                                         Not Applicable                     Over 100 lbs.                                         Not Applicable

Twisting/Turning                                 Frequency                             Driving                                                   Frequency

Bend                                                       Frequently                            Automatic Trans                                  Not Applicable

Climb                                                      Occasionally                          Standard Trans                                     Not Applicable

Crawl                                                      Occasionally

Kneel                                                      Frequently                            Elements                                               Frequency

Reach Outward                                    Frequently                            Exposure to Cold                                  Occasionally

Reach Over Head                                 Frequently                            Exposure to Heat                                 Occasionally

Reach Over Shoulder                          Frequently                            Exposure to dust, dirt, debris            Occasionally

Sit                                                            Frequently                            Exposure to chemicals                        Occasionally

Squat                                                      Frequently                            Exposure to high noise levels            Occasionally

Stand                                                      Frequently                            Working from heights                         Not Applicable    

Walk-Normal Surfaces                        Frequently

Walk-Slippery Surfaces                       Frequently                            Other

Walk-Uneven Surfaces                       Frequently                            Keyboard/Ten Key                               Frequently

                                                                                                                Fine Dexterity                                       Frequently

                                                                                                                Handling (grasping, holding)              Frequently

                                                                                                                Repetitive Motion – Hands                Frequently

                                                                                                                Repetitive Motion – Feet                   Frequently

EMPLOYEE MISSION STATEMENT

Prairieland FS, Inc. strives to provide a Total Rewards package that delivers exceptional pay for exceptional performance, recognizes your dedication to our mission, and helps us attract and retain the highest caliber of talent. 

We are an equal opportunity employer.

Issue Date: 2/10/2025