Administrative Assistant

Why you will love working at Maola:

• Built on over a century of dedication Maola is always looking aheadinvesting in our people strengthening our communities and securing fresh local dairy for the future.
• Join a farmer-owned cooperative rooted in integrity sustainability and a passion for providing fresh high-quality Maola dairy products.
• We prioritize your well-being with competitive pay and a comprehensive benefits package including Medical Dental Vision 401(k) with employer match Life Insurance paid time off and moreavailable within your first month.
• Our employees are an integral part of who we are what you do and what you think matters

SUMMARY

Receives callers at establishment directs callers to destination/and or takesaccuratephone messages.â Greets visitors professionallydeterminestheir needs and directs them to the appropriate party. The Administrative Assistant will also respond to customer complaints and complete School Bid Forms.

ESSENTIAL DUTIES AND RESPONSIBILITIES

To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Routes incoming calls takes and communicatesaccuratemessages to employees.
• Greets visitors obtainsappropriate informationandadvisesemployeeof visitors arrival.
• Distributes all incoming mail.âAssistswith outgoing mail and Fed Ex including AR statements and AP checks.
• Orders and distributes all office supplies.
• Provides assistancewith data entry and filing.
• Provides accounting support as needed.â This includes bank deposits from 14 branch locations and various deposit spreadsheets for reconciling purposes.
• Research customer and sales request for invoice copiespullsand sends to theappropriate departments.
• Run queries download into excel or PDF to send statements via email.
• Responds to customer complaints.
• Completes School Bid Forms.
• Other duties as assigned.

BASIC REQUIREMENTS

• At least a high school degree or equivalent with at least 2 years of related experience.
• At least 2 years of experience with phone etiquette (answering transferring resolving customer concerns etc.)
• At least 2 years of experience with data entry and completing data reconciliation.
• At least 2 years of experience interfacing with customers regarding orders and providing positive resolutions.
• At least 2 years of experience with Microsoft Office suite (MS Word Power Point Excel).
• Experience with order management software SAP experience preferred.
• Experience working in a fast paced high energy environment.
• Experience exercising discretion discernment and confidentiality.

COMPETENCIES

• Communication
• Communicate clearly and effectively through multiple channels oral written visual and non-verbal ensuring our messages are understood and delivered appropriately whether in-person or digitally.
• Accountability
• Take responsibility for actions and anticipate challenges before they arise.
• Solve problems both within and outside of departments proactively addressing issues as they occur.
• Customer Focused
• Prioritize understanding and meeting both internal and external customer needs.
• Ensure high levels of satisfaction and loyalty by anticipating customer requirements and striving for exceptional service.
• Initiative
• Proactive in identifying opportunities and addressing potential threats.
• Act independently and decisively rather than waiting for situations to demand action.
• Problem-Solving
• Possess the ability to identify and address complex issues with minimal guidance.
• Skilled at analyzing challenges and finding practical effective solutions.
• Collaboration
• Take responsibility for deliverables while also supporting others to ensure that collective goals are met.
• Able to work harmoniously with others toward a common goal recognizing and valuing each persons contributions is fundamental to successful collaboration.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job the employee is regularly required to sit; use hands to finger handle or feel; reach with hands and arms; talk and hear. The employee is frequently required to stand and walk. Specific vision abilities required by this job include close vision for computer work and ability to adjust focus. The employee may occasionally lift and/or move up to 25 pounds.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The individual would encounter normal office environmental conditions.
• The noise level for the work environment would be considered in the moderate range (example: computers printers light traffic).

All qualified applicants will receive consideration for employment without regard to race color sex sexual orientation gender identity religion national origin disability veteran status or other legally protected status.

Required Experience:

Junior IC