Administrative Operations Specialist

Job Title: Administrative Operations Specialist

Hours/Week: 40 hours per week with more hours required as needed

FLSA Status: Non-Exempt

Reports To: Location Manager

Job Objective:

Initiates, coordinates, and executes administrative support to staff and customers at reporting location and all other Five Star Cooperative locations. Duties include but are not limited to providing excellent customer service and maintaining detailed recordkeeping including work orders, payments, contracts, billing, inventory and other required reporting. Will also be responsible for weighing trucks, and sampling/grading grain. To sample and accurately grade all incoming and outgoing grain to assure accurate pricing of grain to customers. This position is responsible for the promotion and sales of goods and services across all departments. Incumbent will maintain a safe and clean environment. 

This position may also be responsible for assisting with the general daily operations of the location, including loading/unloading trucks, assisting with inventory; creating work orders; assisting customers when they pick up products; may drive commercial vehicles as needed.

The incumbent will be expected to assist other locations and departments as assigned by management. Will communicate availability regularly and assist with projects as needed. 

Incumbent maintains efficiency in a manner that will optimize the cooperative’s market share and savings, improve the cooperative’s efficiency, help achieve the cooperative’s mission and goals, and result in outstanding customer service.

This position will maintain a positive attitude that promotes teamwork within the location, as well as within the cooperative and upholds a favorable image of Five Star Cooperative at all times. Applicant may have other duties as assigned by management.

Qualifications

Education: High School Diploma required; Post High school training at the college or vocational level

Experience:

• Strong written, verbal, and interpersonal communication skills necessary
• Computer skills required – Proficient in Microsoft Word and Excel
• Good customer service skills and approach necessary
• Ag background a plus

License, Certificate or Registration: Valid Class A CDL; Valid DOT physical card; or ability to obtain the above; Certification to Grade Grain 

Basic Skills: Speaking, Writing, Reading Comprehension, Listening, Monitoring, Judgement and Decision Making, Time Management

Essential Tasks:

• Enforce and abide by all cooperative policies
• Weigh, sample, and grade all incoming and outgoing grain according to specifications provided.
• Strong organizational, problem solving, and analytical skills; able to manage priorities and workflow
• Assists with billing, contracts, recordkeeping and filing for various departments.
• Maintains an accurate inventory of all parts and products at the location. 
• Enforce and uphold the cooperative’s credit policy
• Good communication with all employees and customers
• Check with other departments to see if help is needed before going home.  
• Perform other duties as assigned by management - employees duties may change according to the changing needs of the company.  

Maintenance & Safety:

• Observe OSHA, state, and federal safety regulations
• Maintains company compliance, enters any compliance data and completes monthly preventative maintenance schedules. 
• Operates trucks and equipment safely
• Receives no OSHA, state, or federal citations
• Receives no valid customer complaints concerning driving
• Reports any incidents to supervisor immediately
• Maintain clean and neat facilities
• Maintains housekeeping and sanitation standards
• Upholds Five Star’s Safety regulations and procedures

Service and Skills:

• Excellent customer service required – Applicant must be neat and approachable
• Handles customer complaints smoothly
• Notifies supervisor of problems
• Solves the problem as quickly as possible, either personally or through communication with the supervisor
• Excellent telephone skills – applicant must promptly and courteously answer the phone
• Requires acute attention to detail
• Requires making decisions that affect customers, other employees, Five Star Coop’s financial resources, and/or the image and reputation of the organization
• Commitment to excellence and high standards
• Actively work to increase personal skills and knowledge
• Attend applicable conferences, webinars, seminars, customer events, etc. as requested
• Attend product, merchandising, safety, and cooperative meetings as requested

Work Context for the Essential Functions of the Job:

• Requires face-to-face, telephone, and virtual video communication with individuals, customers, or teams daily
• Opportunity to make decisions without supervision
• Requires making decisions that impact the results of co-workers, clients or the company
• Requires being exact or highly accurate
• Requires repeating the same physical activities or mental activities over and over
• Requires meeting strict deadlines daily to ensure customer service
• Requires work with others in a group or team
• Requires work with external customers or the public
• Includes responsibility for work outcomes and results
• Includes responsibility for the health and safety of others
• Requires wearing common protective or safety equipment

Other Duties:

• Must be able to meet physical requirements of the position, including prolonged periods of standing, working in confined spaces and elevated heights, bending, kneeling, climbing stairs and ladders
• Ability to deal effectively with a diversity of individuals at all organizational levels
• Good judgment with the ability to make timely and sound decisions
• Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm
• Ability to work independently and as a team player
• Must be able to climb stairs, reach above, below, and at shoulder level
• Willingness to work from multiple locations within the cooperative

Work Conditions and Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. This job is performed indoors or outdoors and will have exposure to external elements including: weather extremes of Northern Iowa, heights, confined spaces, and other variable and unique environments. Employees will have exposure to dust from feed, grain, or fertilizer products.

Physical Abilities

• Far Vision—The ability to see details at a distance.
• Near Vision—The ability to see details at close range to complete detailed paperwork and computer work (within a few feet of the observer).
• Reaction Time—The ability to quickly respond (with the hand, finger, foot) to a signal (sound, light, picture) when it appears.
• Static Strength—The ability to exert maximum muscle force to lift, push, pull, or carry objects.
• Response Orientation—The ability to choose quickly between two or more movements in response to two or more different signals (lights, sounds, pictures). It includes the speed with which the correct response is started with the hand, foot, or other body part.   
• Spatial Orientation—The ability to know your location in relation to the environment or to know where other objects are in relation to you.
• Depth Perception—The ability to judge which of several objects is closer or further away from you, or to judge the distance between you and an object.  
• Extent Flexibility—The ability to bend, stretch, twist, or reach with your body, arms, and/or legs.
• Multilimb Coordination—The ability to coordinate two or more limbs (for example, two arms, two legs, or one leg and one arm) while sitting, standing, or lying down. It does not involve performing the activities while the whole body is in motion.
• Manual Dexterity—The ability to quickly move your hand, your hand together with your arm, or your two hands to grasp, manipulate, or assemble or move objects 
• Climbing—Ability to climb stairs.