POSITIONDESCRIPTION

POSITION TITLE:Communications Administrative Assistant LOCATION:WithinSUDIARegion

SUPERVISOR:DirectorofCommunications and Farmer Relations

EMPLOYEESSUPERVISED:N/A

FLSACLASSIFICATION:Non-Exempt

POSITIONSUMMARY:

This position reports to the Director of Communications and Farmer Relations and assists the department by implementing broad-ranging administrative duties, including handling public inquiries, duplicating and disseminating informational materials, handling logistics for meetings and events, making travel arrangements, processing invoices and contracts, maintaining office archival systems, keeping inventories of supplies and publications, transcribing, and other administrative matters.CarriesoutresponsibilitiesthathelpfulfillthemissionoftheAssociation: Everything we do is market-focused and proactively promotes and protects the interests of the Southeast dairy farm families.

POSITION ACCOUNTABILITIESRESPONSIBILITIES:

ACCOUNTABILITY1: Providesadministrativeand communications supportforDirectorofCommunications and Farmer Relations

  1. Providesgeneral administrativesupportforthe communications and farmer relations department
  2. Preparesaccuratecorrespondence,reports,anddocuments.
  3. Maintains organization’s membership database and spreadsheets; may also analyze data and design/generate associated report.
  4. Maintainsofficefiles,Farmer Relationsstaffweeklyreports,updatedmailingand contactlists,resultsmanagementfiles,andeventscalendar.
  5. MaintainsandhelpsdeveloppresentationmaterialsforCommunications and Farmer Relations department.
  6. Assists with Power Point presentations, content development and editing.
  7. Assistswithspecialprojectsandothermeetingsasrequested.
  8. Opens and routes incoming mail; including invoices, processes outgoing mail and UPS.
  9. Handles all copying, filing, correspondence and faxing.

ACCOUNTABILITY2: Communicationsandrelationshipbuilding.

a. Handlesincomingcallsinacordialandprofessionalmanner.

b. Servesascustomer service representative and contactforour dairy farmer membership for materials ordering and general inquiries regarding meetings and events.

c. Assistsstate Farmer Relations Managerswithmembercommunicationsactivities.

d. Works with state entities as needed for special projects (i.e. – June Dairy Month activities for 4-H).

ACCOUNTABILITY3: Meetingplanningandprogrammanagement.

a. Servesasmeetingplannerforour nine state boards – Alabama, Georgia, Kentucky,Mississippi, NorthCarolina,SouthCarolina,Tennesseeand VirginiaBoardsandannualmeetings;preparesmeetingfoldersforStateBoardsand committeemeetingsandothermaterials

b. Schedules meetings and handles logistics for meetings and special events.

c. AssemblesstateagintheclassroommaterialsandcoordinatesJuneDairyMonth contests.

Performsotherdutiesandresponsibilitiesasnecessary.

POSITIONREQUIREMENTS: MinimumQualifications

Proficiency in MS Word, Excel, PowerPoint, strong grammar and basic writing skills, strong computer software and Internet research skills. Very strong organizational skills and follow through, attention to detail, ability to juggle multiple tasks and projects, good judgment, and confidentiality. Abilitytoperformeachessentialdutysatisfactorily. Requirementsandcompetenciesinclude, butarenotlimitedto,thoselistedbelowwhicharerepresentativeoftheknowledge,skilland/or abilityrequiredtoperformthisjob.

EducationandExperience:

ABachelors in Communications or related field is preferred. Atleasttwoyearsofadministrativeand/or communications supportand computerexperience. Administrativeskills/technical trainingpreferred.

Knowledge,SkillsandAbilities

1. Abilitytoworkindependently withlittlesupervision.

2. Goodorganizational skills;abilitytomanagetimeeffectively,prioritizeandhandle multipletasks/projects,andmeetdeadlines.

3. Excellentinterpersonal, verbalandwrittencommunication, andcustomerserviceskills;

demonstratedteam-buildingability.

4. Abilitytofollowdirectionswithahighlevelofproficiencyandaccuracyinallduties performed.

5. ProficiencyinMicrosoftOfficeSuiteofsoftwarePrograms(MSWord,Excel,

PowerPoint,Access,Outlook)andsimilarprograms.

6. AbilitytocomplywithCompanyMission,Vision,Values,StrategicObjectivesand

PolicyManual.

7. Abilitytotravel,primarilywithintheSUDIAregionformeetings.

8. Abilitytotransportcompanymaterialandtoliftheavyboxesofatleast25pounds.

9. Abilitytoperformotherdutiesandresponsibilitiesasnecessary.

Preparedby: Date:

SUPERVISOR

Reviewedby:Date:

STAFFMEMBER

Approvedby:Date:

GENERALMANAGER

Thispositiondescription inno waystatesorimpliesthatthesearetheonlydutiestobepe1jormedbytheemployee. Heorshewillberequiredtofollowotherinstructionsandtoperformotherdutiesrequestedbyhisorher supervisor.

Revised08/14/2017