Office Services Specialist

Dairy Farmers of America, Inc.; Northern (KY); Hybrid; USD 38,000 - 60,000; Full time

Benefits offered by this job

Health benefits

Sick benefits

401(k) plan

Gain sharing

Paid time off

Career growth

Healthcare benefits

Employee recognition

Referral program

Tuition reimbursement

Dairy farm culture

Job summary

Dairy Farmers of America, Inc. is seeking an administrative support professional to help manage daily office activities, payroll processing, and HR tasks.

You will collaborate with production planning, purchasing, shipping, and facilities to ensure smooth operations and timely customer shipments. Responsibilities include coordinating trucking, processing invoices, assisting with payroll and HR duties, and maintaining records with strict confidentiality.

Qualifications

• High school diploma or equivalent required.
• Some college coursework in administration preferred.
• 1–3 years administrative support, office coordination, HR, or related experience.
• Certification and/or license may be required during employment.

Responsibilities

• Coordinate with production planning, purchasing, and shipping to expedite product flow.
• Schedule inbound/outbound trucking with the production planner; prepare shipping documents.
• Process invoices and match them to purchase orders; assist with payroll and HR duties.
• Support EHS compliance tracking and HR recordkeeping; update related databases.

Skills

Microsoft Office

HR processes

Communication

Attention to detail

Multi-tasking

Teamwork

Confidentiality

English proficiency

Education

High school diploma or equivalent

Some college coursework in administration

Certification/License (may be required)

Job description

General Purpose:

Perform daily activities to support production schedules and shipments to customers are completed on time, considering customer orders, current demand forecasts, and the availability of raw materials and production capacity. Play a key role in keeping the office/facility running smoothly by managing relationships with office services, supply vendors, and maintenance and by maintaining stocks of supplies. Respond to the needs of internal and external customers. Perform duties in accordance with standard procedures.

Job Duties and Responsibilities:

• Work with production planning, purchasing, production, shipping, and others to expedite product flow through operations.
• Coordinate inbound and outbound trucking schedule with production planner.
• Prepare shipping schedule and documents for shipping. Retrieve and sort incoming mail and deliveries
• Gather invoices, match invoices with purchase orders and back up, and process invoices for payment
• Assist with EHS compliance tracking, workers’ compensation claim recordkeeping, updates into EHS related databases, data entry, program updates, and other similar activities
• Complete scheduled and ad-hoc reports (downtime reports, safety reports, HR reports)
• Assist with payroll processing activities and various Human Resources duties such as new hire orientation, I-9 forms, personnel file maintenance, DairyU administrative and training compliance activities, benefits enrollment coordination, etc.
• Assist with or serve as a records coordinator in the records retention process
• Receive facilities maintenance requests from employees. Report to the appropriate service provider, monitor, and report progress on resolution
• Maintain an orderly and well-stocked mail room, office, kitchen, and common areas; inventory, order, and put away supplies
• Provide support to or back up roles in quality support, inventory, accounting, etc.
• Follow all DFA GMPs and work in a manner consistent with all corporate and regulatory, food safety, quality, and sanitation requirements

The requirements herein are intended to describe the general nature and level of work performed by employee, but is not a complete list of responsibilities, duties, and skills required.Other duties may be assigned as required.

Education and Experience:

• High school diploma or equivalent
• Some college coursework, preferably in administration, preferred
• 1 to 3 years of administrative support, office coordination, human resources, or related experience
• Certification and/or License – may be required during course of employment

Knowledge, Skills, and Abilities:

• Knowledge of and skill with Microsoft Office Suite and company computer systems
• Knowledge of general human resources processes and practices
• Able to respond courteously and efficiently to inquiries, complaints, and requests
• Able to communicate clearly and effectively, both verbally and in writing
• Able to work with accuracy and detail oriented
• Able to problem solve, multi-task and prioritize own work activities
• Able to work independently and as part of a team
• Able to follow directions and meet deadlines
• Able to maintain confidentiality of information
• Must be able to read, write and speak English

Benefits:

• Health and Sick benefits begin 1st of the month after start date
• 401(k) with company contribution – 100% vested at day one of eligibility
• Competitive pay
• Gain Share Program
• Paid vacation and holidays
• Career growth opportunities – we promote from within!
• Comprehensive healthcare benefits
• Service recognition and employee rewards
• Employee referral program
• Tuition reimbursement
• Work for dairy farm families

An Equal Opportunity Employer including Disabled/Veterans