This job description is a summary of essential job functions necessary for the satisfactory performance of this position. Reasonable accommodation may be made to enable those with disabilities to perform the essential job functions. Job functions may vary by location. General Summary As a District Administrative Assistant for Southern States in the Shenandoah Region, you will play a crucial role in supporting the Regional Manager and operations team members. This position requires a highly organized and detail-oriented individual who can efficiently manage administrative tasks while providing exceptional support to ensure smooth district operations. Essential Job Functions Work under minimal supervision and has latitude for independent decision making within scope of authority. Answer the telephone and verify orders related to assigned direct order vendors. Maintain documents needed to enter orders. Enter direct orders for assigned products. Monitor application of prepay amounts to orders. Assist in item maintenance related to direct order vendors for seed. Primarily responsible for cotton, soybeans and hybrid corn. Maintain and keep computer information updated within scope of assigned products. Adhere to all phases of office procedures and forward information to accounting. Assist buyer with administrative duties as assigned. Process mail within scope of duties assigned. Perform customer service as necessary regarding receiving and entering orders, billing errors, price exceptions, prepay application and any other changes. Assist in locating and procuring items that are not normally stocked in warehouses and arrange shipment to dealers. Acquire basic knowledge of seed and related topics. Perform other duties as assigned. District Administrator Responsibilities: DAILY Daily sales update Road Tractor routing OpenStream Trackers - Owner WEEKLY Expesnse Account Reconciliations Weekly report tracking MONTHLY Safety and compliance Reporting via Asmark Tax Overrides Processing of Returns Bulk Inventory documentation Store Transfers Vehicle registrations AS NEEDED Asssiting with the placement of Seed orders Various Energy Related project Prepare materials and presentations for district events and meetings Event Coordinatio: Plan and organize district meetings, workshops, and events, ensuring all logistics are handled efficiently Energy Certification Tracking Fixed Asset Documentation Serve occassionally as the Social Media Marketing Admin Owner Grower Planning Seed Bookings Tank Transfers Audit Prep Assist with Onboarding/Orientations of new team members Qualifications Requires a high school diploma or equivalent with five years of experience. Agricultural background preferred. Requirements Administrative and accounting skills Excellent written and verbal communication skills Ability to ability to organize, set priorities and multi-task Intermediate PC skills in Word and Excel Requires proficiency in math skills Work Environment Job functions are performed in an office environment While traveling may have contact with hazardous materials and drive/travel and work in adverse weather conditions Physical Activities & Requirements While performing the essential job functions of this position, the following is required: Continuously Manual dexterity (fingers and hands), reach with Arms & Hands, Repetitive Motion Feet & Hands, Sit Frequently Walk Occasionally Balance, bend, drive, stand, twist back & neck, crouch, kneel, stoop Must be able to speak to co-workers and customers regarding day-to-day business operations. Tools & Equipment Computer, printer, phone Southern States Cooperative is an Equal Opportunity Employer and does not discriminate against individuals based on their race, color, religion or belief, national or ethnic origin, sex (including pregnancy), age, disability, sexual orientation, gender identity, veteran status, family medical history or genetic information, or any other status protected by federal, state or local laws or regulations. The above statements are intended to describe the general nature and level of work being performed by employees assigned to this job. They are not intended to be construed as an exhaustive list of all responsibilities, functions and skills required for this job. Functions and requirements may change at any time with or without notice. Equal Opportunity Employer Minorities/Women/Protected Veterans/Disabled
