Administrative Specialist

AgWest Farm Credit; Spokane (WA); Hybrid; USD 44,000 - 73,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

Paid days off annually: 15 vacation, ,

Employee Assistance Program

Wellness Program

Jeans are welcome at work every day at

Job summary

AgWest Farm Credit in Spokane, WA is seeking an Administrative Specialist II or III to join the Learning and Research department. The role provides comprehensive administrative and program support for the Family Business Facilitation practice, coordinating client processes, scheduling, invoicing, and file management.

You will maintain work instructions, templates, and systems, assist customers and stakeholders, and seek process improvements.

Qualifications

• Administrative experience in a professional setting.
• Strong written and verbal communication skills.
• Ability to manage multiple projects and priorities with accuracy.
• Discretion and confidentiality in handling sensitive information.
• Customer-service orientation and relationship building.

Responsibilities

• Coordinate client inquiries, assessments and scheduling for the facilitation practice.
• Draft professional documents and communications to customers and staff.
• Plan meetings, reserve rooms, AV, meals, and vendor logistics.
• Process invoicing and accounts payable to third-party vendors.
• Develop and maintain work instructions, templates, and file organization.
• Support continuous improvements to systems and workflows.

Skills

Time management

Project coordination

Attention to detail

Education

Associate’s degree or equivalent experience

Tools

MS Office

Job description

AgWest Farm Credit is a member-owned financial cooperative that provides financing and related services to farmers, ranchers, agribusinesses, commercial fishermen, timber producers, rural homeowners and crop insurance customers in a seven-state territory in the Western United States. AgWest is part of the 100+ year-old Farm Credit System – the leading provider of credit to American agriculture.

AgWest champions the growth and advancement of agriculture, the value of rural communities, and the vital contribution our customers make to the economy and society. We serve customers in 59 locations throughout the West.

We are in search of an Administrative Specialist II or Administrative Specialist III to join our Learning and Research department in Spokane, Washington (Headquarters). This full-time position reports to the VP, BMC and Advising and provides comprehensive administrative and program support for the Family Business Facilitation practice and Learning and Research. Coordinates client and service-request processes, assessments, communications, scheduling, meeting and event logistics, invoicing, vendor payments, educational assistance administration, shared channels, and file and system records. Promotes consistent, responsive service by maintaining detailed work instructions and templates, supporting customers and stakeholders, and proactively improving administrative systems and workflows. This is a great opportunity for someone who brings energy, sound judgment, and a genuine passion for helping others. If you enjoy building relationships, anticipating customer needs, and being the person others can count on, this role is for you.

Compensation Information

The base salary range for this position in Spokane, Washington is:

Level II:
Typical starting range: $44,200 - $58,900
Full base salary range: $44,200 - $66,200
Annual performance-based incentive target is 6% of base.

Level III:
Typical starting range: $48,400 - $64,500
Full base salary range: $48,400 - $72,600
Annual performance-based incentive target is 6% of base.

*Relocation assistance will be provided to eligible candidates who must relocate to accept this position.

• Facilitation and Customer Support
  • Coordinate, track, and implement all processes and activity for the facilitation practice, from initial client inquiry to post-session reporting and communications.
  • Prepare and administer client assessments, including assessment customization, data entry, tracking responses, and compiling results to share with facilitators and clients.
• Administrative and Program Support
  • Provide general administrative support for the team, including process coordination, system administration, ad-hoc tasks, onsite meeting support, clerical tasks, team reporting, printed materials production, and data validation.
  • Draft and send professional documents and written communications to AgWest customers and staff.
  • Monitor, maintain, and respond to inquiries and requests through shared email boxes, phone, voicemail, and calendars.
  • Plan and reserve meeting rooms, AV, meals, snacks and other event and venue-related details for planning sessions and team meetings at AgWest and third-party facilities.
  • Schedule and confirm participant availability for meetings.
  • Coordinate and administer invoicing and accounts payable processes for third-party vendors, including documentation and approvals.
  • Plan and reserve meeting rooms, AV, meals, snacks and other event and venue-related details for meetings and events at AgWest and third-party facilities.
  • Create and maintain up-to-date, professional, and detailed work instructions and templates.
  • Maintain and assure consistent file organization and administration.
  • Proactively identify and implement enhancements to systems, processes, and templates to increase effectiveness and efficiency, assuring alignment with stakeholders.
  • Perform all duties and maintain all standards in accordance with company policies, procedures, and internal controls.
  • Other duties as assigned.

Travel Requirements

• AgWest employees may occasionally be asked to travel for all-staff or team meetings not included in the standard travel requirements for the role.

Minimum Qualifications

• Generally, requires one to three years’ administrative experience in a professional setting
• Effective time management, project coordination and organizational skills with strong attention to detail and a consistent commitment to accuracy, quality and thorough follow-through
• Ability to manage multiple concurrent projects and workstreams, including interdependencies, while maintaining clear priorities and keeping stakeholders informed
• Demonstrated professional verbal and written communication skills, with the ability to adapt messages for different audiences
• Ability to effectively produce documents in Microsoft Word, Excel and PowerPoint, and effectively utilize multiple and varied software programs
• Ability to maintain confidentiality and demonstrate a high degree of professionalism and discretion in all matters
• Exceptional customer service orientation
• Ability to build effective working relationship
• Demonstrated critical-thinking and problem-solving skills, including the ability to assess information, clarify priorities and exercise sound judgment
• Demonstrated curiosity and commitment to continuous learning, including asking thoughtful questions and quickly developing knowledge of new processes, systems and subject matter
• Associate’s degree or equivalent experience and/or training

Preferred Qualifications

• Experience coordinating administrative processes, service requests, or projects from initiation through completion
• Experience supporting facilitation, training, consulting, or other client-facing professional services
• Experience administering assessment tools, surveys, learning platforms, or comparable systems, including account management, user support, and results reporting
• Experience coordinating meetings or events, including scheduling, participant communications, facilities, audiovisual needs, materials, meals, and vendor arrangements

Workplace Flexibility .

• This position is eligible for coordinated hybrid flexibility

Benefits Offered by AgWest

• Medical, dental, and vision insurance
• Basic term life and AD&D insurance (fully paid for by the company)
• Paid days off annually: 15 vacation*, 15 sick, 12 holidays and 3 volunteer
• Employee Assistance Program
• Wellness Program
• Jeans are welcome at work every day at AgWest!

*Vacation accrual rates increase with tenure.

If hired, you will be required to provide proof of authorization to work in the United States. Applicants and employees will not be sponsored for work authorization, including but not limited to H-1B, OPT, CPT, TN, J-1, or STEM.

Job level and starting annual salary will be based on a variety of factors including but not limited to experience, education, certifications/licensure, internal equity, location, business needs and market demands. The listed compensation and benefits information is accurate as of the posting date. AgWest reserves the right to adjust compensation for all positions and modify or discontinue benefits programs at its sole discretion, subject to applicable law.

Qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender orientation, national origin, marital status, age, disability, protected veteran status, or any other classification protected by law.

When you apply for a position with AgWest Farm Credit, we collect personal identifiers (from your resume and other application information you submit), such as your name, email address, mailing address, telephone number(s) and employment and education related information. This helps us evaluate job applicants for hiring opportunities, and, communicate with them.

To comply with federal regulations for equal employment opportunity and affirmative action (EEO/AA), we track our applicants by gender, race/ethnicity, veteran status, disability status, and the position for which they applied. You will be presented with a voluntary self-identification form as part of this application; we wanted you to know why we collect this information and what we do with it. Please be aware that this information is kept separate from your application, and not utilized in the selection process.

Voluntary Self-Identification

For government reporting purposes, we ask candidates to respond to the below self-identification survey.Completion of the form is entirely voluntary. Whatever your decision, it will not be considered in the hiringprocess or thereafter. Any information that you do provide will be recorded and maintained in aconfidential file.

As set forth in AgWest Farm Credit’s Equal Employment Opportunity policy,we do not discriminate on the basis of any protected group status under any applicable law.

If you believe you belong to any of the categories of protected veterans listed below, please indicate by making the appropriate selection.As a government contractor subject to the Vietnam Era Veterans Readjustment Assistance Act (VEVRAA), we request this information in order to measurethe effectiveness of the outreach and positive recruitment efforts we undertake pursuant to VEVRAA. Classification of protected categoriesis as follows:

A "disabled veteran" is one of the following: a veteran of the U.S. military, ground, naval or air service who is entitled to compensation (or who but for the receipt of military retired pay would be entitled to compensation) under laws administered by the Secretary of Veterans Affairs; or a person who was discharged or released from active duty because of a service-connected disability.

A "recently separated veteran" means any veteran during the three-year period beginning on the date of such veteran's discharge or release from active duty in the U.S. military, ground, naval, or air service.

An "active duty wartime or campaign badge veteran" means a veteran who served on active duty in the U.S. military, ground, naval or air service during a war, or in a campaign or expedition for which a campaign badge has been authorized under the laws administered by the Department of Defense.

An "Armed forces service medal veteran" means a veteran who, while serving on active duty in the U.S. military, ground, naval or air service, participated in a United States military operation for which an Armed Forces service medal was awarded pursuant to Executive Order 12985.