Records Specialist-Seed Certification

Job Summary:

The Records Specialist is responsible for managing and maintaining accurate documentation related to seed certification processes. This role ensures compliance with certification requirements and provides administrative support for field inspection, laboratory testing, seed labeling, and related customer service operations. The position requires strong organizational skills, attention to detail, and the ability to handle multiple tasks in a fast-paced environment.

Duties and Responsibilities:

• Prepare and review documentation for seed certification, including applications, seed source records, laboratory test reports, tags, and certificates.
• Serve as the primary resource for shipping and mailing materials from IL Crop.
• Assist with answering telephone inquiries and relaying messages.
• Provide information and support to customers via phone and email.
• Assist with ordering office supplies and maintaining inventory.
• Perform testing activities as appropriately trained and authorized by technical directors.
• Report opinions or interpretations to customers with explicit approval from the appropriate technical or assistant director.

Knowledge, Skills, and Abilities:

• Strong knowledge of seed certification processes, terminology, and regulatory requirements.
• Familiarity with seed certification-related supplies, forms, and equipment.
• Ability to manage records accurately and maintain confidentiality.
• Excellent verbal and written communication skills in English.
• Proficiency in modern office technology, including computers and business communication systems.
• Strong organizational and multitasking skills to prioritize workflow in a high-paced environment.
• Ability to apply conflict resolution skills when handling customer inquiries.
• Knowledge of Quality Management Systems.
• Familiarity with telephone systems for handling and forwarding calls.
• Understanding of laboratory test processes and pricing structures for sample check-ins.
• Competency in keyboarding and navigating file structures in various software applications.

Qualifications:

• High School Diploma required.

Conditions of Employment:

• Full-time, 12-month position.
• Must be willing to work flexible hours, including evenings and weekends, as needed.
• Some travel may be required.
• Must sign and adhere to the employee handbook and confidentiality agreement.

Working Conditions / Physical Demands:

• Regular office and laboratory activities, including keyboarding, filing, and phone use.
• Sufficient mobility to conduct customer visits, attend meetings, and navigate the facility efficiently.
• Valid driver’s license required.

Additional Information:

This job description provides a general overview of the responsibilities and expectations for this role. Additional duties may be assigned as necessary.

Job Type: Full-time

Pay: $19.00 - $21.00 per hour

Expected hours: No less than 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Day shift
• Evenings as needed
• Weekends as needed

Work Location: In person

Salary : $19 - $21