What are the responsibilities and job description for the Office Assistant position at Ag Plus?
Job Title: Office Clerk
Location: New Haven Petroleum
Reports To: Location Manager
Summary Review and verify all invoices for accuracy and completeness at the location, as well as balance the cash drawer to ensure all transactions are accounted for. Assists with customer billing and maintaining organized location records, including filing. Handle customer calls, manage billing and invoicing processes, and support various daily administrative tasks.
Essential Duties and Responsibilities include the following. Other duties may be assigned.
- Processes customer invoices for payment on time
- Balances daily cash drawer and makes deposits.
- Files receivable invoices on regular basis.
- Receives customer orders and relays those orders for distribution.
- Run various reports as determined by manager.
- Must greet customers with friendly personality.
- At the direction of manager, perform similar duties in any of our neighboring facilities.
- Assist manager in duty to warn procedure for customers
- Organize and send mass mailings for various notices
- Assist with monitoring and contacting customers about past due accounts
Customer Service
Customers are the key to our success as a business. All customers should always be greeted with a friendly attitude and as quickly as possible by every employee. Phone calls should be answered promptly and courteously. Employees should make every effort to fill a customer’s needs while remembering that we must remain a profitable company. Product should never leave the premises without proper billing and loading procedures as set by the branch.
Supervisory Responsibilities
This job has no supervisory responsibilities.
Qualifications
To perform this job successfully, an individual must be able to satisfactorily perform each essential duty. 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.
Education and/or Experience
High school diploma or general education degree (GED); or one to three months related experience and/or training; or equivalent combination of education and experience. Background in accounting is preferred.
Language Skills
Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
Mathematical Skills
Ability to add and subtract two-digit numbers and to multiply and divide with 10's and 100's. Ability to perform these operations using units of American money and weight measurement, volume, and distance.
Reasoning Ability
Ability to apply common sense understanding to carry out simple one- or two-step instructions. Ability to deal with standardized situations with only occasional or no variables.
Computer Skills
Must poses basic computer skills including spreadsheet functions and the ability to adapt to industry specific software.
Competencies
Leadership and Managerial
Functional
Foundational
Adaptability
Quality
Customer Service
Ethics
Organizational Support
Dependability
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 and use hands to finger, handle, or feel. The employee frequently is required to talk or hear. The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25-50 pounds. Specific vision abilities required by this job include close vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
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 noise level in the work environment is usually moderate.
