Administrative Specialist

Description

 POSITION SUMMARY

The Administrative Specialist serves as a versatile, cross-trained resource across the organization’s administrative functions. This role is designed to provide reliable support and backup coverage to office staff during periods of time off, family leave, and employee transitions. Working under the direction of Celena Hefner, the Administrative Specialist will develop proficiency in accounts payable, accounts receivable, daily banking, cattle tracking, cattle procurement support, and other critical administrative processes across all companies within the Beef Northwest family of operations. 

WORK ENVIRONMENT 

This position is based in Beef Northwest’s North Powder, Oregon office and operates in a professional office environment. The role requires regular collaboration with administrative and operational teams across all BNW companies and locations. The position demands flexibility and a willingness to shift focus between functions as business needs require. 

Requirements

 KEY RESPONSIBILITIES 

Accounts Payable & Receivable 

• Train on and perform accounts payable processing for all companies, including invoice entry, coding, approval workflows, and payment processing.
• Train on and perform accounts receivable functions for all companies, including invoicing, payment application, and collections follow-up. 
• Ensure timely and accurate processing of all payable and receivable transactions during backup coverage periods. 

 Daily Banking

• Learn and execute daily banking procedures for all companies, including deposits, transfers, reconciliation activities, and cash management tasks. 
• Maintain accurate records and documentation supporting all daily banking transactions.

Cattle Tracking 

• Train on cattle tracking systems and processes for all companies, including inventory management, movement records, and related data entry. 
• Maintain accurate and up-to-date cattle records to support operational and financial reporting needs. 
• Coordinate with feedyard and operations personnel to ensure data integrity in all cattle tracking systems. 

Cattle Procurement Support 

• Learn all functions of the cattle procurement team, including cattle purchase processing, contract documentation, and vendor communication. 
• Provide administrative support to the procurement team during peak periods and staff absences. 
• Assist with maintaining procurement records, tracking shipments, and supporting buyer communications as needed. Cross-Functional Administrative Support 
• Serve as primary backup for all administrative positions within the North Powder office, ensuring seamless continuity of operations during staff absences. 
• Provide coverage and support during employee time off, family leaves, and transition periods associated with staff turnover. 
• Maintain thorough working knowledge of all administrative workflows and systems to enable effective backup support at any time. 
• Assist with special projects, process improvement initiatives, and other duties as assigned. 

QUALIFICATIONS

• High school diploma or equivalent required; associate’s or bachelor’s degree in Business Administration, Accounting, or related field preferred.
• 2–4 years of administrative, accounting, or office support experience preferred.
• Proficiency in Microsoft Office Suite, particularly Excel and Outlook.
• Experience with accounting software and/or ERP systems preferred.
• Strong organizational skills with the ability to manage multiple tasks and priorities simultaneously.
• Excellent attention to detail and commitment to accuracy.
• Strong interpersonal and communication skills, with the ability to work collaboratively across teams and departments.
• Self-motivated learner with a demonstrated ability to quickly absorb new processes and systems.
• Agricultural industry experience a plus but not required.

COMPETENCIES

•  Adaptability: Demonstrates flexibility and willingness to shift between diverse administrative functions as business needs dictate, maintaining a positive and solutions-oriented approach.
• Reliability: Provides dependable backup coverage across all administrative roles, ensuring continuity of operations during planned and unplanned staff absences.
• Continuous Learning: Proactively develops and maintains proficiency across multiple administrative disciplines, systems, and workflows throughout the organization.
• Attention to Detail: Maintains accuracy and thoroughness across all tasks, whether processing transactions, tracking cattle, or supporting procurement activities.
• Teamwork & Collaboration: Works effectively with colleagues across departments, building strong working relationships and contributing to a supportive office environment.
• Integrity: Upholds the highest standards of accuracy, confidentiality, and professionalism in all administrative matters.