Job Description

Administrative Assistant - FS PARTNERS - Alliston, ON




FS PARTNERS, a division of GROWMARK, Inc., is a great company for which to work, large enough to offer solid career opportunities and great benefits, but with a friendly, personal feel. At FS PARTNERS, we specialize in agronomy, energy products and grain marketing. We are driven to deliver innovative solutions to help improve the profitability of our customers and farmer owners.
We have more than 150 employees and serve approximately 15,000 customers across southwestern and central Ontario. The people we hire are professional, courteous, knowledgeable and self-motivated, and supported by ongoing training programs such as FS University.


PURPOSE AND SUMMARY STATEMENT


Under the direction of the Branch Manager, the Administrative Assistant performs a wide variety of administrative
support and office clerical functions, including data entry, controlling, and processing all invoices and receiving, as
well as providing customer service. They are also responsible for reconciling and maintaining cycle counts of the
inventory. Promotes FS PARTNERS\xe2\x80\x99 products and services to allow FS PARTNERS to achieve profitable
objectives. Unusual problems are referred to the Branch Manager.


SUPERVISION AND LEADERSHIP

No responsibilities.


ESSENTIAL JOB FUNCTIONS


Serves as the primary backup to other Administrative positions.


Communicates with customers, employees, and other individuals via telephone or in person to answer queries,
screens inbound telephone calls, disseminate or explain information, take orders and address complaints, and/or
redirects calls to the appropriate personnel, as well as receives and directs visitors.


Prepares delivery tickets/bills of lading and quantities shipped prior to completing the customer invoice.


Performs general office duties such as, opening, dating, sorting, distributing mail, as well as preparing courier bags
for pickup, distributing, updating forms, address labels, mailing lists, and office materials inventory, filing daily all
delivery and receiving paper work, maintaining customer files.


Counts, sorts, or weighs incoming goods, verifies the receipt of items against shipping notice. Records and checks
quantity and quality of goods received for conformity to purchase orders and specifications, and communicate as
well as coordinates with appropriate supplier or customer on returns, rejections, and credits. Promptly submits
proper documents and notification to accounts payable.


May be required to verify and/or match customer contracts, bookings, store products in the assigned location in or
around the warehouse, as well as grade grain for quality and assist with scale ticket input.


Performs various accounting functions, such as prepares receiving, vouchers, requisitions, coding ledger account
numbers on expense invoices and customer invoices daily, including direct shipments and interbranch transfers, in
computer system.


May be required to assist in reconciling month end inventories, receiving and ensuring transactions are inputted in
the correct month end period. Corrects computer inventory values, as directed by supervisor or as pertaining to
cycle count or physical inventory and tracks discrepancies.


Verifies internal consistency, completeness, and accuracy of documents, and corrects any errors in documents
including customer contracts/bookings


May be required to implement, and support effective grain marketing programs such as forward contracting,
communicating price with customer, storage rates for delivery into company facilities and into direct delivery
markets.


Liaises with suppliers to solve outstanding orders, shipping discrepancies, and enquiries on products and services.


Ensures all customer records are updated on the computer system, while receiving, shipping, contracts, advances,
cheques, and bookings are matched and kept up to date, as well as rolling contracts.


Collects deposits or payments as they are received and assists with customer statement reconciliation. May be
required to administer and disburse petty cash.


May be required to review time card data and prepares weekly payroll hours and reports and sends to Head Office.


Completes all administrative functions related to substantial purchases including grain contracts and settlements
and ensures they reflect the correct pricing, quantities etc.


Prepares reports for month end and reporting purposes, usually on computer, following well established procedures;
uses spreadsheets or database applications as required, extract materials from files, records etc.


Resolves customer service or billing complaints by performing activities such as updating the computer system with
delivery, booking, or contract information or referring unresolved customer grievances to designated departments for
further investigation, issues credits for returns and approved claims.


Ensures that adequate operating levels of office supplies are maintained, by preparing and processing requisitions
and verifying completed purchase orders.


Develops and maintains efficient and up-to-date manual and automated filing system appropriate to the activities of
the location, including inventory and customer database.


Operates office machines, such as photocopiers and scanners, fax machines, voice mail systems, personal
computers and computer systems (i.e. Microsoft Office) regularly.


OTHER JOB FUNCTIONS


Follows GROWMARK Workplace Health, Safety & Environmental policies and procedures. Under the Occupational
Health and Safety Act (OHSA) employees must: use or wear any equipment, protective devices or clothing required
by the employer; report any known workplace hazard to the employer or supervisor; report any known contravention
of the Act or regulations to the employer or supervisor; not use or operate any equipment or work in a way that may
endanger any worker.


Performs other duties as assigned.


REQUIREMENTS


Education and Experience


Normally requires a minimum of Grade 12 education, completion of college or other courses in business
administration, plus prior working experience and knowledge of modern computer software and general office
procedures. Minimum of 60 wpm preferred.


Functional Competencies


Proven written and oral communication skills and the ability to interact in an articulate and professional manner with
staff and customers.


Demonstrated planning, organizational, analytical and problem solving skills, as well as the ability to handle multiple
tasks with moderate interruptions and prioritize work.


Proven ability to work independently, in a team-oriented environment, and achieve results through others.


Proficiency in the use of office equipment including faxes, computers, photocopiers, etc., as well as other office
procedures.


Recommends improvements in service, or invoicing methods and procedures in order to ensure processes are
efficient and up to date.


Proven computer skills including complex spreadsheets through Excel, database management skills, and various
software applications, and the ability to use the computer to enhance business processes.
Core Competencies


Demonstrated GROWMARK core competencies including business knowledge, collaboration, communication,
customer focus, decision-making, and skill development.


Other Requirements


May be required to work extended hours, particularly during peak seasons.


Must be able to be trained in GROWMARK\xe2\x80\x99s Workplace Health, Safety & Environmental policies and procedures,
including Accident Reporting, Emergency Response Plan, Fire Safety, General Safety Rules, Health & Safety


Rights, Health & Safety Roles and Responsibilities, Safe Manual Lifting, Slips Trips and Falls, and WHMIS.

JOB SPECIFICATIONS


Mental Effort


The incumbent works independently within established policies and work procedures and is called upon to make
clerical and administrative decisions within their scope of practice set by the Manager. Unusual problems are
referred to the Credit Manager.


Requires periods of concentration, normally moderate to occasionally high in intensity and attention to detail while
completing somewhat routine administrative office work such as creating receiving vouchers, reconciling inventory,
billing customers, in a fast-paced work environment.


The incumbent may encounter moderate to occasionally high mental stress increases when dealing with deadlines,
during month and year-end activities during peak season, sometimes unclear information and in handling
interruptions from supplier queries and/or complaints, other departments and managers that require refocusing.

Physical Effort


Most of the incumbent\xe2\x80\x99s time is spent in a sitting position while working at a computer screen, with opportunity to
move about. Office work may result in long periods of viewing data on a computer screen and/or on paper. Possible
eyestrain from using computer for long periods of time on a daily basis.


Occasional lifting, carrying, and putting away parcels weighing up to 35 lbs. may be required, and depending on
location may be up to 55 lbs (i.e. see corn 25 kg bags).


Physical demands include occasional turning, bending, pulling, and reaching, and repetitive finger, hand and arm
movements, throughout the shift to accomplish tasks.

Working Conditions


Work is conducted mainly in a typical office environment, with slight exposure to other warehousing or storage
facilities with generally satisfactory conditions, sometimes in a noisy, open area while interacting with team members
and serving customer\xe2\x80\x99s needs. Additional hours or time outside of normal hours may be necessary due to
operational requirements.


DISCLAIMER:
The above statements are intended to describe the general nature and level of work being performed by people
assigned to the classification. They are not intended to be construed as an exhaustive list of all duties,
responsibilities and skills required of personnel so classified. Reasonable accommodations may be made to enable
individuals with disabilities to perform the essential functions.


Benefits:

• Competitive wages
• Excellent benefit plan
• Excellent work experience
• Ongoing training and development
• Tuition aid for further education

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