Administration Specialist

NATIONAL MANGO BOARD (NMB), AN INSTRUMENTALITY OF USDA

JOB TITLE: Administration Specialist

Reports To Director of Operations.

I. SUMMARY:

The National Mango Board (NMB) has an exciting employment opportunity for an Administration Specialist with the following characteristics: relationship builder, high-level of responsibility, and exceptional work-ethic. Under the administrative guidance and direction of the Director of Operations, the Administration Specialist will be responsible for the management of the day-to-day operations of the organization, including the relationship between the National Mango Board and members of the mango industry. The position requires professional fluency in English and conversational Spanish is a plus. The Administration Specialist will perform a range of executive support and general administrative duties to assist the Director of Operations, Executive Director, and in-house Accountant; performing other related duties as needed by the Operations Department.

II. ESSENTIAL DUTIES AND RESPONSIBLITIES:
The functions listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical job assignment given work needs. The ideal candidate will:

· Coordinate and manage annual Board and committee nominations, process logistics, and selection procedures for domestic and foreign representatives on the NMB. Responsible as the main point of contact and for communicating with industry members.

· Provide Board and committee support by developing and maintaining rosters, contact lists, and the board attendance process for the board members.

· Produce information by transcribing, formatting, inputting, editing, and transmitting data.

· Manage, maintain, and secure the NMB’s database by troubleshooting problems, and developing procedures and controls.

· Administer the NMB’s U.S. Customs Monthly Report and updates database to account for reporting changes.

· Assists the in-house accountant with limited accounts payable duties; prepare deposits; and will be considered backup to the accountant as needed.

· Provide project support to the Director of Operations and to the Executive Director with presentations, records, and operational reports.

· Organize and coordinate special events, travel arrangements, expense reports, and meetings’ logistics for the staff and Board.

· Assist the Director of Operations with purchasing supplies, preparing executive correspondence, responding to requests, assembling agendas, and Board Member packets.

· Welcome NMB guests by greeting them, in person or on the telephone; answering or directing inquiries.

· Contribute to overall team efforts by accomplishing related results as needed.

· Manage the mango exemption process and prepare the reports needed for the reimbursement portion of this process.

III. QUALIFICATIONS GUIDELINES:
EDUCATION/TRAINING/CERTIFICATION EXPERIENCE:

Required: Bachelor’s degree in business administration or a related area of study. Three or more years of varied administrative, office, operations and accounting support experience. Must be able to use software applications required for assigned position.

Desirable: Proficiency in Microsoft Office Suite (Word, Excel PowerPoint, Access, Outlook & Publisher). Experience with Customer Relationship Management (CRM) Systems is a plus.

Knowledge of: Basic statistics used in operational reporting and presentations; English composition, grammar, punctuation, and basic copy writing methods, work organization and project management techniques; basic accounts payable and procedures; file management and record keeping.

Skills: Develop excel workbooks, databases, mail merges, and PowerPoint presentations; plan, organize and prioritize tasks and meet project deadlines; maintain the confidentiality of sensitive information; communicate effectively, orally and in writing; demonstrate proficiency in using computer hardware and word processing, spreadsheet, graphics, and database software applications; ability to research information needed to complete projects.

Other Required Skills:

• Self-motivated and able to work independently.
• Always maintains the confidentiality of sensitive information.
• Always exercise sound judgment and apply effective problem-solving techniques.
• Possess excellent organization skills and attention to detail.
• Plan, organize, and prioritize tasks to meet deadlines, ensuring work is always completed on time.

Special Requirements: Proficiency in the use of software applications required to perform duties is required within six months of assignment to this position.

IV. COMPETENCIES:

· Diversity – Demonstrates knowledge and follows the Equal Employment Opportunity (EEO) policies and practices; Shows respect and sensitivity for cultural differences; Educates others on the value of diversity; Promotes harassment-free environment; Builds a diverse workforce.

· Ethics – Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.

· Analytical – Synthesizes complex or diverse information; collects and researches data; Uses intuition and experience to complement data; Designs workflows and procedures.

· Cost consciousness – Works within the boundaries of approved budgets; Develops and implements cost savings measures; Conserves organizational resources.

· Technical Skills – Assesses own strengths and weaknesses; Pursues training and development opportunities; Shares expertise with others.

V. PHYSICAL DEMANDS:

· Finger dexterity is required to operate computer hardware and office equipment. The employee is frequently required to sit and to occasionally stand and walk to access office areas and meeting locations. The employee occasionally lifts and carries reports, files, and records, typically weighing less than 10 pounds. Specific vision requirements include close vision and the ability to adjust focus. Other sensory demands include hearing and speaking with others.

VI. SUPERVISORY RESPONSIBILITIES:

This position does not have supervisory responsibilities currently.

VII. MENTAL DEMANDS:
Interact effectively with the Board at large, committee members, industry representatives, vendors, contractors, and consultants.

VIII. PHYSICAL DEMANDS AND WORK ENVIRONMENT:

· Continually required to utilize hand and finger dexterity to operate computer hardware and office equipment.

· Frequently required to sit and to occasionally stand and walk to access office areas and meeting locations.

· Occasionally lifts/carries reports, files, and records, typically weighing less than 10 lbs.

· Specific vision requirements include close vision and the ability to adjust focus. Other sensory demands include hearing and speaking with others.

· The noise level in the work environment is usually moderate.

· The NMB follows a hybrid work schedule, with employees working from the NMB office, home, or off-site as needed. New employees are expected to work from the NMB office five days per week during the first and second month of employment; four days per week in the office during the third and fourth month of employment; and three days per week after the fourth month. The Executive Director has the option to assign telework as needed and be based on the needs of the NMB, and the role and function of individual employees. The policy is subject to change depending on workflow and Executive Director approval.

Pay: $24.00 - $27.50 per hour

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Parental leave
• Vision insurance

Work Location: In person

Salary : $24 - $28