Administrative Assistant; Shared Services

Position: Administrative Assistant (Shared Services)
Primary

Purpose:

United Agricultural Cooperative is seeking a highly organized and detail-oriented Administrative Assistant to provide clerical and administrative support across multiple departments, including Administration, Cotton, Gin, Grain, and other business operations as needed.

This position plays a key role in supporting the day-to-day administrative functions of the cooperative by assisting with data entry, filing, payroll support, customer communications, record maintenance, and various office related tasks. The ideal candidate will possess strong organizational skills, excellent customer service abilities, proficiency in Microsoft Office applications, and the ability to manage multiple priorities in a fast-paced environment.

This position is designed to provide administrative and clerical support rather than supervisory, management, or coordinator level responsibilities.

Major

Responsibilities and Duties:

Administrative Support Provide administrative assistance to multiple departments across the cooperative.

Maintain organized physical and electronic filing systems.

Prepare, scan, copy, and distribute documents as needed.

Assist with data entry and recordkeeping activities.

Answer incoming telephone calls and direct inquiries appropriately.

Greet customers, vendors, and visitors in a professional manner.

Assist with scheduling meetings and coordinating calendars when requested.

Process incoming and outgoing mail.

Payroll and Departmental Support Process payroll, along with, preparation and administrative payroll functions.

Collect and organize payroll related documentation.

Verify timesheets and supporting documentation for completeness.

Assist with invoice processing and general office tasks.

Complete settlement contracts, while supporting Merchandisers.

Maintain confidential employee and contract records.

Customer and Member Service Contact customers and members regarding check availability and other routine business matters.

Assist with customer inquiries and direct requests to appropriate departments.

Maintain professional communication with customers, employees, and cooperative members.

Operational Support Assist with administrative processes and documentation.

Support departmental projects and special assignments.

Maintain office supplies and coordinate ordering as needed.

Assist with document preparation for audits, reporting, and compliance requirements.

Support company events, meetings, and training activities.

Perform additional administrative duties as assigned.

Physical Requirements /Working Conditions The work environment characteristics and physical demands 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. Work is performed in offices, work stations, fields, sites, stores and meeting rooms.

The position requires extreme temperatures, ability to climb ladders, inspect equipment, enter operation areas, lifting up to 50 lbs, extending hours during harvest, dust and noise exposure, outdoor/ag facility conditions. Specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus. Work involves everyday risks and discomforts which require normal safety precautions when operating equipment or performing job duties.

May work prolonged or irregular hours and must be able to maintain emotional control under  its efforts to promote nondiscrimination and as required by law, United Agricultural Cooperative, Inc. does not discriminate against any employee or applicant for employment because of race, color, religion, sex (including pregnancy, sexual orientation or gender identity), national origin, age, disability, military status, genetic information, or on any other basis prohibited by law.

Additionally, the Company does not discriminate against an employee or applicant who acts to oppose such discrimination or participates in the investigation of a complaint related to a discriminatory employment practice. Employment decisions will be made on the basis of each applicant’s job qualifications, experience, and abilities.

High School Diploma or GED required.

Associate’s Degree in Business Administration, Accounting, Office Administration, or related field preferred.

Experience:

Minimum of 2 years of administrative, clerical, office support, or customer service experience preferred.

Previous experience supporting multiple departments or business functions preferred.

Experience with payroll, accounting support, or bookkeeping functions is highly desirable.

Knowledge, Skills, and Abilities:

Strong organizational and time management skills.

Ability to manage multiple tasks and priorities simultaneously.

High attention to detail and accuracy.

Proficient in Excel, Word, and Google Office.

Ability to maintain confidentiality of employee, financial, and business information.

Strong verbal and written communication…