Senior Administrative Assistant

Position Summary & Responsibilities:

This position will remain posted until filled. Location: Headquarters located in Manhattan, Kansas.

Enters the data from Dairy and Feed field inspection reports and from Technical Specialist inspection reports.  Maintains the database and independently reviews inspection reports for errors and missing information. Organizes all FDA reports in USA Plants database and enters into eSAF database. Organizes and prepares FDA billing documentation. 

Provides clerical assistance to the Program Manager, Technical Specialist, Field Supervisor, and Program Coordinator. Make copies and fax/email documents.  Answers the telephone, files, and prepares correspondence for mailing, drafts letter and emails and assists the public with information regarding certificates of free sales, complaints, product registration, and billing. Assists label review specialist with label review processes.

Handles and processes all expense requisitions for the Dairy and Feed inspectors along with entering purchase orders for supplies.  Processes all Dairy and Feed Safety personnel travel information in the state agency SMART system.  Inventories and purchases supplies for Dairy and Feed Safety Program. 

Independently generates management reports using various databases. Receives data from inspection records from USA Plants database and processes and enters into the FDA database. Maintains and tracks completed inspections in spreadsheets and USA Plants database system. 

Maintains field assessment evaluation forms for field inspectors. Keeps inspectors informed of any pertinent information to achieve goals and projects for the Dairy and Feed Safety Program. 

Performs dairy and feed tonnage report audits on firms that are required to report biannual tonnage fee reports to ensure correct reporting. 

Receives and processes consumer complaints. Receives complaint data information from customers and enters into USA Plants database.  Assists in other activities as needed by the Technical Specialist, Field Supervisor, Program Coordinator and the Dairy & Feed Safety Program Manager.

Assists other administrative assistant as needed and participates in cross-training to learn other administrative assistants work for continuity of operations.

Minimum Requirements:

• Professionally minded individuals with at least one year of direct experience in general office, clerical and administrative support work.  Candidates may also qualify through a combination of relevant work experience, education, training or certification. 
• Experience with Excel spreadsheets including recording important information, creating/using shortcuts and formulas, sorting and filtering data, and tracking work progress.
• Excellent written and verbal communication skills.
• Organizational skills, including attention to detail, are essential. 
• This position must perform routine office tasks such as sitting, reading, examining documents, and viewing a computer for long periods of time.
• Physical ability to stand for long periods of time and crouch occasionally.
• Employee must have a valid Class C (or higher) Kansas driver’s license or equivalent license from another state. Employee is responsible to maintain an acceptable driving record to safely drive state vehicle and be willing and able to fulfill all job-related travel normally associated with this position.