Administrative Support Specialist - Prairieland FS - Taylor, MO

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.

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.
• Comply with the uniform policy and uphold a professional appearance.
• Performs all other duties as assigned.

REQUIREMENTS

Educations 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.
• Minimum of two (2) years of experience in an administrative role or a related field.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.

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.
• 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.                                             Frequently                            21-50 lbs.                                             Frequently  

51-100 lbs.                                           Occasionally                        51-100 lbs.                                           Occasionally  

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

Twisting/Turning                                 Frequency                           Driving                                                  Frequency  

Bend                                                      Frequently                            Automatic Trans                                 Not Applicable  

Climb                                                     Frequently                            Standard Trans                                    Frequently  

Crawl                                                     Frequently  

Kneel                                                      Frequently                            Elements                                             Frequency  

Reach Outward                                   Frequently                            Exposure to Cold                                 Frequently  

Reach Over Head                                Frequently                            Exposure to Heat                                Frequently  

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

Sit                                                           Frequently                            Exposure to chemicals                     Frequently  

Squat                                                     Frequently                            Exposure to high noise levels         Frequently  

Stand                                                     Frequently                            Working from heights                        Frequently  

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

Job Title: Administrative Support Specialist

Prairieland FS, Inc. is an equal opportunity employer, always looking for hardworking individuals to join our team.