Administrative Support - Level III

Employer Information

Organization Name: Buffalo Rock Company
Website: https://www.buffalorock.com/careers/
Job Department: Administration
Reports to: Division Support Manager

FLSA Status : Exempt
Prepared By : Donna West, PHR
Prepared Date : 11-10-2019

Purpose:

Buffalo Rock is an award-winning Pepsi-Cola Bottler founded in Birmingham, AL, more than 100 years ago. The primary duty of the Administrative Support - Level III is managing the administrative functions of his or her assigned Division. Supervises and directs Administrative Support Level I, Administrative Support Level II, and Settlement Clerk Employee-Partners. Responsibilities include interviewing, hiring, training and scheduling employees; making recommendations regarding other changes of status; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

Education:

High School Diploma (or GED or High School Equivalence Certificate)

Three (3) years administrative experience required.

Knowledge:

Administration and Management - Knowledge of business and management principles involved in strategic planning, resource allocation, leadership technique, and coordination of people and resources.

Clerical - Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.

English Language - Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

Skills:

Basic Skills

• Active Learning- Understanding the implications of new information for both current and future problem-solving and decision-making.
• Active Listening- Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Critical Thinking- Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
• Mathematics - Using mathematics to solve problems.
• Reading Comprehension- Understanding written sentences and paragraphs in work related documents.
• Science - Using scientific rules and methods to solve problems.
• Speaking- Talking to others to convey information effectively.
• Writing- Communicating effectively in writing as appropriate for the needs of the audience.

Social Skills

• Coordination- Adjusting actions in relation to others' actions.
• Service Orientation- Actively looking for ways to help people.

Complex Problem-Solving Skills

• Complex Problem Solving - Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.

Resource Management Skills

• Time Management- Managing one's own time and the time of others.

Work Context

Body Positioning

• Spend Time Making Repetitive Motions
• Spend Time Sitting
• Spend Time Using Your Hands to Handle, Control, or Feel Objects, Tools, or Controls

Communication

• Contact with Others
• Electronic Mail
• Face-to-Face Discussions
• Letters and Memos
• Telephone

Conflictual Contact

• Deal with Unpleasant or Angry People

Pace and Scheduling

• Time Pressure

Impact of Decisions

• Frequency of Decision Making

Routine versus Challenging Work

• Importance of Being Exact or Accurate
• Importance of Repeating Same Tasks

Pace and Scheduling

• Time Pressure

Role Relationships

• Work with Work Group or Team

Work Setting

• Indoors, Environmentally Controlled

Essential Functions

• Regular and timely attendance is an essential function of this position.

· Supervising and directing subordinate employees.

· Interviewing, hiring, training and scheduling employees.

· Making recommendations regarding other changes of status.

· Planning, assigning, and directing work.

· Appraising performance and evaluating employees.

· Rewarding and disciplining employees.

· Addressing complaints and resolving problems.

• Capable of performing Administrative Support Level I and Level II duties.

• Accounts Receivable research on past due accounts, and potential write offs, to determine appropriate action.
• Ensure daily deposit is balanced and entered on corporate deposit sheet
  • Maintain all cash and load overs/shorts for Retail Delivery Drivers through morning reports for cash/load variances and mis-picks; email results found and determine payroll deductions
• Ensure processing of check requests
• Oversee corporate invoice reconciliation
• Oversee/ensure daily (including weekend days) end of day reconciliation
• Oversee direct to trade bulk invoicing
• Ensure that all Sam’s Club direct-to-trade orders are entered and settled on a weekly basis
• Ensure input of inventory tracking sheet
• Liaison between Administrative Support and Regional and Divisional personnel
• Maintain petty cash checkbook
• Maintain purchase orders (Costco, Lowes, Target, etc.)
• Manage Division IT support (computers, network, printers, etc.)
  • Set up and maintain Driver accounts in VIP/Legacy
  • Set up and maintain salesman accounts and applicable commissions
• Maintains continuous self-improvement through the knowledge and use of all Buffalo Rock provided training, either web-based, in-house, or any other provided method. Successfully completes assigned training curriculum, including but not limited to online and/or facilitated training.

Other Tasks

· Performs other duties as assigned.

Activities

Communicating with Supervisors, Peers, or Subordinates

Getting Information Conduct or attend staff meetings

• Consult with other managerial or supervisory personnel

• Examine files or documents to obtain information

Interacting with Computers

• Use computers to enter, access or retrieve data

Communicating with Persons Inside and Outside Organization

• Communicate with customers or employees to obtain, disseminate, or exchange information

Updating and Using Relevant Knowledge

• Use oral or written communication techniques
• Use telephone communication techniques

Tools and Technology

Tools

• Calculators/Scanners/Facsimile
• Must be proficient in Microsoft suite of products including Word, Excel, Outlook, and PowerPoint. SharePoint experience preferred.

Desktop Computers

• Desktop computers