Administrative Support Level III

Administrative Support - Level III

Employer Information

Organization Name: Buffalo Rock Company
Website:
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

Applicant's/ Employee's Signature:

Date:

Interviewer's/ Supervisor's Signature:

Date:

The company has reviewed this job description to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee's ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This document does not represent a contract of employment, and the company reserves the right to change this job description and/or assign tasks for the employee to perform, as the company may deem appropriate.