Administrative Support - Level I

Employer Information

Organization Name: Buffalo Rock Company
Website: https://www.buffalorock.com/careers/
Job Department: Administration
Reports to: Administrative Support - Level III

FLSA Status : No Exempt

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 I serving as the first point of contact for all incoming phone calls (coffee orders, etc.), dispatch operator (service calls; national calls, etc.) and greeting visitors while providing superior customer service and performing administrative support tasks.

Education:

High School Diploma (or GED or High School Equivalence Certificate) preferred

Knowledge:

Customer and Personal Service - Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

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.

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

Work Setting

• Indoors, Environmentally Controlled

Essential Functions

• Regular and timely attendance is an essential function of this position.
• Operate telephone switchboard to answer, screen, or forward calls, providing information, taking messages, or scheduling appointments.
• Perform administrative support tasks, such as proofreading, transcribing handwritten information, or operating calculators or computers to order office supplies.
• Greet persons entering establishment, determine nature and purpose of visit, and direct or escort them to specific destinations.
• Ensure all visitors sign in and out according to policies and procedures.
• Transmit information or documents to customers, using computer, mail, or facsimile machine.
• Collect, sort, distribute, or prepare mail, messages, or courier deliveries.
• Handles Premise/FLV administrative duties:
  • Commissions - MEI
  • Daily Micro Market posting
  • House invoices
  • Item ordering
  • Monthly scorecard updates
  • New customer set-up
  • Pricing
  • Reimbursements
  • Subsidy reports
  • Water Cooler rental invoices
• Covers Money Room Cashier duties when necessary.
• To distribute service and product calls through VMMS to ensure timely response.
• Process Inbound and Outbound Blue Bag process.
• Handles retail house sales tickets, retail manual sales tickets and processes and tracks donation tickets.
• Responsible to balance and maintain cash box.
• 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, or Peers

Getting Information

• Examine files or documents to obtain information

Interacting with Computers

• Use computers to enter, access or retrieve data

Performing for or Working Directly with the Public

• Answer questions from employees or public
• Greet customers, guests or visitors

Communicating with Persons Inside and Outside Organization

• Answer calls using switchboard
• 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
• Multi-line switchboards/Scanners
• Must be proficient in Microsoft suite of products including Word, Excel, Outlook, and PowerPoint. SharePoint experience preferred.

Desktop computers

• Desktop computers