Administrative Support- Level III

Administrative Support- Level III

Organization Name: Buffalo Rock Company

Website: https://www.buffalorock.com/careers/

Job Department: Administration

Reports to: Franchise Administration Operations Manager

Work Schedule: Monday- Friday, Varies

Job Type: Regular

FLSA Status: Exempt

Amount of Travel Required: N/A 

Job Description 

Summary/objective

Buffalo Rock is an award-winning Pepsi and Keurig Dr Pepper bottler founded in Birmingham, AL more than 123 years ago. Buffalo Rock manages the best beverage portfolio in the country, which includes several beloved global and regional brands. The primary duty of the Administrative Support - Level III is managing the administrative functions of his or her assigned Franchise. Supervises and directs Administrative Support Level I and Administrative Support Level II. Responsibilities include interviewing, hiring, training, and scheduling employees; making recommendations regarding other changes of status; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

Essential functions

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

·         Regular and timely attendance is an essential function of this position.

·         Supervising and directing subordinate employees.

·         Interviewing, hiring, training and scheduling employees.

·         Making recommendations regarding other changes of status.

·         Planning, assigning, and directing work.

·         Appraising performance and evaluating employees.

·         Rewarding and disciplining employees.

·         Addressing complaints and resolving problems.

·         Capable of performing Administrative Support Level I and Level II duties.

·         Accounts Receivable research on past due accounts, and potential write-offs, to determine appropriate action.

·         Ensure daily deposit is balanced and entered on corporate deposit sheet.

o   Maintain all cash and load overs/shorts for Retail Delivery Drivers through morning reports for cash/load variances and mis-picks; email results found and determine payroll deductions.

·         Ensure processing of check requests.

·         Oversee cash room duties, i.e. disarming money room, unlock door, unlock safe, safe audits, etc.

·         Oversee corporate invoice reconciliation.

·         Oversee/ensure daily (including weekend days) end of day reconciliation.

·         Oversee direct to trade bulk invoicing.

·         Ensure that all Sam’s Club direct-to-trade orders are entered and settled on a weekly basis.

·         Ensure input of inventory tracking sheet.

·         Liaison between Administrative Support and Regional and Franchise personnel.

·         Maintain petty cash checkbook.

·         Maintain purchase orders (Costco, Lowes, Target, etc.)

·         Manage Franchise IT support (computers, network, printers, etc.)

o   Set up and maintain Driver accounts in VIP/Legacy.

o   Set up Customer Accurals for CDA in VIP/Legacy.

o   Set up and maintain salesman accounts and applicable commissions.

·         Perform other duties as assigned.

Other Duties and Responsibilities

·         Must exhibit a high level of ethical and moral conduct while at work or in attendance of any off-site function during work hours or after work hours while representing the Buffalo Rock Company.

·         Responsible for continuous self-improvement through the knowledge and use of all Buffalo Rock provided training, either web-based, in-house, or any other provided method. Must successfully complete assigned training curriculum, including but not limited to online and/or facilitated training.

·         Ensure that every reasonable precaution is taken to protect the Company from possible damages, theft, or other liabilities.

·         Ensure that every reasonable precaution is taken to protect the safety of employee- partners, self, customers, Buffalo Rock property, and customer property.

·         Honor and follow through on all business commitments.

·         Embody Buffalo Rock’s Purpose of “Building brands through legendary service and remarkable people.”

·         Live Buffalo Rock’s Core Values:

o   Committed to serving our communities.

o   Customer success drives our success.

o   Integrity matters.

o   Obsessed with continuous improvement.

o   We care for each other.

o   Win the day.

Competencies

·         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.

·         Complex Problem Solving - Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.

·         Coordination- Adjusting actions in relation to others' actions.

·         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.

·         Service Orientation- Actively looking for ways to help people.

·         Speaking- Talking to others to convey information effectively.

·         Time Management- Managing one's own time.

·         Writing- Communicating effectively in writing as appropriate for the needs of the audience.

Supervisory responsibilities

Carries out supervisory responsibilities in accordance with the company's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems; making recommendations regarding changes in status.

Work environment

 Primarily inside work with most if not all working hours in a close office environment

Physical demands

N (Not Applicable)     Activity is not applicable to this position.

O (Occasionally)         Position requires this activity up to 33% of the time (0 - 2.5 hrs/day)

F (Frequently)             Position requires this activity from 33%-66% of the time (2.5 - 5.5 hrs/day)

C (Constantly)            Position requires this activity more than 66% of the time (5.5 hrs/day)

Required education and experience

• Education:
• High School Diploma (or GED or High School Equivalence Certificate); Required
• Computer Skills:
• Must be proficient in Microsoft suite of products including Word, Excel, Outlook, and PowerPoint. SharePoint experience; Required
• Experience:
• One (1) year administration experience; Required
• Prior supervisory experience; Preferred
• Tools:
• Desktop/laptop computers, Multi-line switchboards/Scanners, Telephone, Calculators, Printers, Scanners, iPhone/iPad, Facsimile

Affirmative Action/EEO statement

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, genetic makeup, status as a protected veteran, or any other factor prohibited by applicable law.

Other duties

The company has reviewed this job description to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee's ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This document does not represent a contract of employment, and the company reserves the right to change this job description and/or assign tasks for the employee to perform, as the company may deem appropriate. 

I have reviewed this job description, and I can perform the essential functions with or without reasonable accommodation.

Applicant/Employee-Partner______________________________     Date__________________

Interviewer/Supervisor___________________________________    Date__________________