Nursery Administrative Assistant

Job description

The Office Admin is responsible for providing administrative support to the Store GM, as well as performing basic accounting, HR, and office related duties for the store. This position is responsible for data entry, filing, and scheduling, and performs duties such as record keeping, payroll, coordination of meetings and conferences, obtaining supplies, coordinating internal and external communications, and working on special projects. This position will work with highly confidential and sensitive information, deal with a diverse group of applicants, new hires, employees, vendors, and visitors, as well as internal contacts at all levels of the organization.

Pay Range: $38,000-$40,000 annually.

Key Duties and Responsibilities

• Managing and maintaining the GM’s and the store’s calendars and schedules.
• Coordinating and setting up meetings, conferences, teleconferences, and occasionally travel.
• Sorting and distributing mail and replying by phone, e-mail, or letter as necessary.
• Answering calls and taking messages or fielding/answering routine requests and/or questions.
• Preparing responses to correspondence containing routine inquiries and/or matters, as well as correspondences, reports, memos, letters, charts, tables, graphs, plans, etc. with accuracy and clarity.
• Preparing requested reports and/or analyses by collecting and analyzing pertinent information.
• Establishing, developing, maintaining, and updating filing systems, and processing paperwork for GM, Assistant Managers, and Planting Crew Mangers.
• Filing and retrieving store’s HR/Payroll documents, records, and reports (and forwarding to corporate).
• Accurately and efficiently handing onboarding paperwork for new hires.
• Maintaining accuracy & timeliness of time sheets and forwarding to Payroll weekly.
• Assisting GM in scheduling staff at both stores and assuring all HR paperwork (PTO requests, Position Change Requests, Incident reports, etc.) are completed, executed, and turned over to the proper office in an accurate and timely manner.
• Processing A/R, A/P, credit card, financing, and petty cash as directed by accounting and/or management.
• Making bank deposits, processing credit cards, processing electronic checks, etc. on a daily basis.
• Assuring proper PTO, and/or other leave related paperwork, is collected, prepared, completed, and turned into payroll in an accurate and timely manner.
• Scheduling, and assisting in the processing of candidates and hiring events.
• Maintaining office supplies inventory; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
• Ensuring operation of office equipment; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
• Helping maintain the overall operation and appearance of the Store’s office areas.
• Assuring all store expenditures are documented, validated, and processed correctly.
• Communicating all employee issues, incidents, write-ups, actions, suspensions, qualifying events, and complaints to HR, management, and/or the effected employee(s)
• Performing other duties and tasks as assigned.

Qualifications: Knowledge, Skills & Abilities

• 2 years of experience in administrative assistant or clerical position (preferably in accounting or HR).
• Experience with confidential and sensitive information/records.
• Capable of handling difficult situations and maintaining confidentially and professionalism.
• Experience working with accounting and/or HRIS systems highly desirable.
• Excellent verbal and written communication skills.
• Strong organizational skills and ability to coordinate multiple projects/activities simultaneously.
• Self-directed and motivated, and able to identify and anticipate tasks to perform.
• Ability to work independently to complete specific tasks and meet deadlines.
• Ability to work well with others in a team environment.
• Strong proficiency and experience with MS Word, Excel, PowerPoint, etc.)
• Strong time management, attention to detail, and follow through.
• Administrative writing and reporting skills
• High Patience level and interpersonal skills
• Experience with event planning a plus.

Education

Two-year degree in management, business administration, accounting, or any relevant field (or the equivalent knowledge gained through informal education, specialized training, or additional job experience).

Physical requirements/Working conditions

Primarily working in a basic office environment: ability to sit, stand, walk, kneel, stoop, use stairs, reach, pull and lift objects up to 25 lbs. While performing the duties of this job, the employee is regularly required to use hands and fingers to handle, feel, or operate objects, tools, or controls, and reach with hands and arms. The employee is frequently required to stand, talk, and hear.

OTHER
Little or no travel required. Subject to MVR and criminal background check.

About Us

Moon Valley Nurseries is the largest grower of box trees and palms in North America and is an industry leader and high growth company that offers competitive salaries with exceptional employee benefits including medical insurance, 401(k), holidays, and PTO to all eligible employees. We are an equal employment opportunity employer. The Company’s policy is not to unlawfully discriminate against any applicant or employee based on race, color, sex, sexual orientation, gender identity, religion, national origin, age, military or veteran status, disability, genetic information, or any other consideration made unlawful by applicable federal, state, or local laws. The Company also prohibits harassment of applicants and employees based on any of these protected categories. We are a Drug Free Workplace.

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