It’s your time, make it matter.

At Peterson, we partner with our customers to build the future. For over 85 years, our peoples’ work has shaped the communities where we live, where we raise our families, and where we thrive. Peterson’s legacy permeates every aspect of our communities. From roads and bridges, back-up power at hospitals, fire-fighting, concerts and moving goods; we are everywhere you look. At Peterson, you don’t just have a career, you have a purpose.

Our family-oriented environment is built on safety, winning, growth, and professional achievement. Hiring and developing exceptional people is critical to our continued success. We have high standards for a good reason: our people represent Peterson, our family, our brand, and our values.

You have high expectations too. You are exceptionally motivated, have outstanding skills, and want your work to matter. Peterson offers competitive wages, generous benefits, and promotional opportunities at a family-owned and operated business. It’s time to use your skills and passion to do work that matters!

Job Description

PETERSON MACHINERY COMPANY

PETERSON POWER SYSTEMS, INC.

PETERSON TRACTOR COMPANY

PETERSON TRUCKS

Job Description

Position Title: Service Administrator I Reports to: Depends on location

Grade: 5 Date of Last Update: February 2021

FLSA Status: Non-Exempt Approved By:

Location/Dept: Adminstrative Completed By: Talent Acquisition Specialist

SUMMARY

The Service Administrator I performs administrative and clerical duties in support of the department’s equipment service function and coordinates the department’s scheduled service activities.

ESSENTIAL JOB FUNCTIONS

The following reflects management’s definition of essential functions for this job but does not restrict the tasks that may be assigned. Management may assign or reassign the functions to this job at any time due to reasonable accommodation or other reasons. Job functions include the following. Other duties may be assigned.

• Achieve and maintain service work in process (SWIP) service metrics, ensuring work orders are closed according to company directives and guidelines, working directly with Service Department Supervisors.
• Calculate and verify time card hours; enter time into system; reconcile labor recap and work closely with payroll as needed to resolve any discrepancies.
• Handle all electronic billing for the department.
• Work with electronic service operational reporting tools to ensure SWIP and other service information is maintained and updated.
• Perform data entry for all service work; open jobs as directed, review and verify accuracy and completeness of work orders; make corrections as needed; update and maintain on-line system work orders; close jobs as notified.
• Establish and maintain electronic and hard copy files and filing systems; set up and maintain service reports, records and schedules as needed or requested by service supervisors.
• Provide other clerical and administrative support to as may be needed, such as: job quotes, purchase orders and other related documents or reports requested.
• Maintain punctual, regular, and predictable attendance.

JOB SCOPE

This position serves in the capacity of the Administrative Assistant (or appropriate title) to provide support for clerical and administrative responsibilities (or perform duties) relating to the function of the group. General discretion and judgment are exercised routinely in the execution of job duties. If errors in judgment or professional execution of responsibilities are made, the consequences to the to the Department can be significant.

INTERPERSONAL CONTACTS

Internal contacts consist of levels of positions in the company from business unit leaders to entry level positions. The position regularly deals with employees in exchange of information in person, writing, via telephone or by electronic transfer. The position regularly deals with confidential information such as product pricing, correspondence, etc. Sensitivity is required in dealing with such information and decisions concerning the release or sharing of that information. External contacts may consist of government representatives, customers, employees and managers, vendors and consultants.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily, safely and in alignment with Peterson’s core values. 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 GED; and a minimum of one year of directly related experience in business administration, preferably in a heavy industrial environment; or an equivalent combination of education and work experience.

Must have excellent PC and data entry skills with good knowledge of relevant software.

CERTIFICATES, LICENSES, REGISTRATIONS

None required.

COMPETENCIES

Safety – Actively demonstrates vigilance in protecting self, customers, co-workers, contractors, suppliers and community from risky actions or unsafe conditions. Promotes and follows Peterson’s safety policies and guidelines.

Ability to perform essential job duties with or without reasonable accommodation and without posing a direct threat to safety or health of employee or others.

Peterson’s Communication Principles – Able to demonstrate the following communication skills and principles when working with customers, co-workers, and other stakeholders:

• Showing up and choosing to be present- to honor others and give my best self.
• Paying attention to what has heart and meaning- to understand and acknowledge the true intent.
• Tells the truth without blame or judgement- to motivate and build confidence.
• Open to outcome, not attached to outcome- to learn from what happened and never stop improving.

Peterson Values – Behavior and work product aligns with Peterson’s Core values – Customer First, Integrity, Excellence, Teamwork, and Fun!

Accountability – Takes responsibility for own actions; Keeps commitments. Completes tasks on time or notifies appropriate person with an alternate plan; Focuses on performance, manages execution.

Curious – Continuously pursues opportunities to learn and grow professionally and personally. Solicits feedback to improve self, service, performance and the organization. Applies feedback to improve performance.

Leadership – Refrains from activities that would negatively impact organizational health and reputation, compromise trust or working relationships, or create unnecessary bureaucracy.

Ethics – Works ethically and with integrity; avoids any action that could be interpreted to be for personal gain, in violation of Peterson’s Code of Conduct and Business Ethics, or as an abuse of positional power. Maintains confidentiality; Protects Customer, Manufacturer and Company proprietary information; promptly reports conduct that could is or could be considered unethical; Honest and forthcoming with information.

Problem Solving – Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Focuses on solving conflict, not blaming; Remains open to others' ideas and tries new things; Works well in group problem solving situations; Uses reason even when dealing with emotional topics; Meets commitments.

Technical Skills – Has the skills needed to successfully perform job responsibilities and be viewed as competent. Shares expertise with others; Understands implications of decisions; Demonstrates knowledge of market and competition; Aligns work with organization’s goals.

Communication – Speaks clearly, respectfully and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Participates in meetings; Writes clearly and informatively; Listens to others without interrupting; Keeps emotions under control; Gives and welcomes feedback; Has personal awareness of body language and tone being used to maximize quality of communications.

Teamwork – Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Contributes to building a positive team spirit; Puts success of team above own interests. Provides recognition for results; Offers to help others before being asked; Supports co-workers and provides them with grace.

Professionalism – Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Manages difficult or emotional customer and/or employee situations; Responds promptly to customer and employee needs; Facilitates a work environment where individuals are treated with respect and are not subject to hostile or other harassing behaviors.

Adaptability – Adapts to changes in the work environment; Able to deal with frequent change, delays, or unexpected events; Flexible; Open to new ideas.

Initiative – Undertakes self-development activities; Looks for and takes advantage of opportunities; Asks for and offers help when needed; Looks for ways to improve performance and the organization as a whole; Pursues training and development opportunities.

Dependability – Consistently reports to work on time as scheduled; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time. Commits to long hours of work when necessary to reach goals.

LANGUAGE SKILLS

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Must possess excellent written, verbal and customer relations skills.

MATHEMATICAL SKILLS

Ability to calculate figures and amounts such as hours worked, rates of pay, and percentages regarding work order tasks. Ability to apply concepts of general basic math.

COMPUTER SKILLS

Has advanced basic computer job skills including logging on to systems, ability to communicate by email, ability to compose documents, enter database information, create presentations, download forms, and preserve/backup important data.

REASONING ABILITY

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several variables in standardized situations. Must be able to deal with common semi-complex customer problems involving setting up time schedules, questions on billings, updates on work in progress, warranty issues, etc.

WORKING CONDITIONS

The working conditions, physical demands, and 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.

This is a full-time position. Days and hours worked will mirror the business operations which typically runs Monday – Friday. May work more than eight consecutive hours at a time or more than 40 hours in a seven-day work period depending on work demands. Occasional evening and weekend work will be necessary. Travel will be required to branch locations, company events, professional development and industry conferences. Must have access to reliable transportation and must be able to travel via most efficient mode for work related travel i.e., airplane.

With Peterson’s Customer First focus, the individual may encounter pressure in meeting customer needs, balancing competing deadlines and resource constraints. Situations must be handled in a manner that meets customer needs and does not negatively impact customer satisfaction. Customers are both internal and external.

PHYSICAL DEMANDS

While performing the duties of this job, the employee is frequently required to sit and talk or hear; frequently is required to use hands to finger, handle, or feel. The employee is occasionally required to stand, walk, and reach with hands and arms. Employee may occasionally be required to climb and balance to attend department meetings, and/or company events. The employee must occasionally lift and/or move up to 25 pounds to handle office supplies or equipment. Specific vision abilities required by this job include close and distance vision, as well as the ability to adjust focus.

Physical Demands

Amount of Time

Activity

None

Under 1/3

1/3 to 2/3

Over 2/3

Standing

X

Walking

X

Sitting

X

Using hands or fingers to handle/feel objects

X

Reaching with hands / arms

X

Climbing or balancing

X

Stoop, kneel, crouch, or crawl

X

Talking or hearing

X

Lifting Requirements

Amount of Time

Physical Demand

None

Under 1/3

1/3 to 2/3

Over 2/3

Up to ten pounds

X

Up to 25 pounds

X

Up to 50 pounds

X

Up to 100 pounds

X

More than 100 pounds

X

Vision Requirements

Yes

No

Close

X

Distance

X

Color Vision

X

Peripheral

X

Depth & Perception

X

Ability to Adjust Focus

X

WORK ENVIRONMENT

Most work performed is in an office environment with climate and noise controls. Periodic work outside the office and shop areas that may or may not have climate controls will be required. Some exposure to heat, noise, dust, fumes when working in field or shop environments may occur. Work environment considered to be moderate with seasonal temperature changes, occasional exposure to outside weather, and with a moderate noise level.

Work Environment

Amount of Time

Environmental Condition

None

Under 1/3

1/3 to 2/3

Over 2/3

Wet or humid conditions (non-weather)

X

Work near moving mechanical parts

X

Work in high, precarious places

X

Fumes or airborne particles

X

Toxic or caustic chemicals

X

Outdoor weather conditions

X

Extreme cold (non-weather)

X

Extreme heat (non-weather)

X

Risk of electrical shock

X

Work with explosives

X

Risk of radiation

X

Vibration

X

This description describes only the general nature and level of work encompassed by this job. This description is not a comprehensive listing of all responsibilities, duties, and skills of employees at this level. Peterson is an Equal Opportunity Employer/Affirmative Action Employer.

Peterson Trucks, Inc. is committed to equal employment opportunity and affirmative action. Minorities, females, veterans, and individuals with disabilities are encouraged to apply. A drug screen and background check is required.