Administrative Services Assistant onsite

AgriBank
US - Minnesota - St Paul
January 16, 2025

Administrative Services Assistant (onsite)

Position Overview

As a key member ofthe Administrative Services team, you will be part of AgriBank's mission to support thepeople who feed the world. The Administrative Services Assistant is responsible for performing a variety of office tasks to ensure efficient operations including greeting and welcoming guests/visitors to AgriBank. The role also provides administrative support for the Administrative Services function.

Job Functions:

Guest Services*

Greets visitors, signs them into the security system, issues visitor badges and contacts employees to receive their guests/visitors
Answers phones and transfers callers to respective departments/parties
Responds to requests of walk-in visitors
Issues temporary access cards
Validates visitor parking
Receives and routes packages delivered to the guest services desk
Provides general administrative and clerical support as requested
Processes Quick Hit awards for employees

*Note: As the company moves toward automation, the scope of this role in guest services will evolve, with a decrease in front desk responsibilities and increasing focus on administrative tasks and support.

Meeting Support

Coordinates and schedules meeting and training rooms for AgriBank occasions
Responds to employees' catering requests, arranging meeting lunches and other hospitality assistance
Provides support for meeting management, including preparing materials, scheduling tasks, and following up with team members when needed
Set up and maintains registration systems, including event websites, registration forms, and attendee databases
Ensures accurate entry and updating of attendee information in the registration system
Monitors registration progress, handles attendee inquiries, and resolves any registration issues
Provides assistance to attendees with registration needs, including hotel rooming needs

Department Support/Coverage for Mail Room Operations

Compiles reports on historical information on administrative services for the Manager, Administrative Services
Receives, compiles, and ships all mail and packages for AgriBank and other entities as requested
Ongoing review and updating of facilities intranet webpages
Accurately processes department invoices in a timely manner
Supports other departments and teams with administrative needs, including assisting with HR functions such as maintaining company Organization charts and being the administrator of Healthy Returns wellness program
Assists in tracking budgets and the management of office expenses
Prepares and distributes accurate monthly reports to relevant stakeholders
Collects, verifies, and compiles data for monthly reports

Facilities Requests

Forwards requests for property maintenance to property managers and follows up to ensure work is completed
Assists in gathering data or performing research for project tasks

Supplies

Processes orders for coffee and supplies with vendors as needed
Process employee orders for business cards
Orders and maintains office supplies, ensuring inventory is stocked and managed efficiently

This job description is subject to change without notice.

Education and Experience

High School / General Educational Development (GED)
3-5 years of related experience or an equivalent combination of education and experience sufficient to perform the essential functions of the job

Knowledge

Intermediate knowledge of office administration best practices
Intermediate knowledge of mailroom operation best practices
Intermediate knowledge of standard USPS operations
Intermediate knowledge of courier shipping and receiving operations

Skills

Intermediate proficiency in office software Microsoft Office Suite

Basic proficiency in courier-managed software
Excellent written and verbal communication skills
Strong problem-solving and time-management skills
Confidentiality and discretion when dealing with sensitive information
Strong organizational skills and attention to detail

Physical Requirements

Prolonged periods sitting at a desk and working on a computer
Must be able to lift up to 15 pounds at times

The AgriBank Advantage

You are the key differentiator in the marketplace and ultimately the most important factor in helping us fulfill our mission to support those who feed the world. We are committed to providing you with a competitive compensation and benefits package - your total rewards for making significant contributions to our business and making a difference on behalf of those we serve.

The typical base range for this role is between $45,000 - $67,000. Compensation may vary based on individual job-related knowledge, skills, expertise, and experience. The position is eligible for a discretionary annual incentive program driven by organization and individual performance.

Benefits

AgriBank benefits provide safety, security, and peace of mind for you and your family. Through comprehensive Total Rewards, access to financial tools and support, and personal services, our benefits demonstrate that employees' health and financial well-being are of primary importance. Wherever you are on life's continuum or what life transition you experience, our benefits support your health care needs and guide you along the path to retirement.

Collaboration and Staying Connected

Beautiful office overlooking many of St. Paul's landmarks, with exceptional space to collaborate with your colleagues and friends
Monthly employee activities to keep groups connected and have fun!
Annual Employee Appreciation activities
Multiple recognition programs to celebrate each other's success

Work and Life

Paid time off
Company holidays
Floating holidays
Sick time
Right Work/Right Place hybrid work program
Dress for Your Day flexible wardrobe policy
Generous company match on employee donations

Growth and Development

Employee and leader career development toolkits
Tuition reimbursement
Internal and external resources and opportunities to grow personally and professionally

Health, Wellness and Investment/Retirement

Health care plan alternatives to fit your lifestyle, including:

Health Savings Account (HSA) and Flexible Spending Account (FSA)
Dental
Vision
Wellness reimbursement

Investment and retirement planning

Saving today for tomorrow is one of the smartest moves you can make. That's why AgriBank offers you a generous, competitive and flexible 401(k) plan for your financial well-being:

Fixed Employer Contribution = 3 percent
PLUS, Employer Matching Contribution = $.

Read the full job description and apply online on the recuiter's web-site

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