Office Manager - Iowa Falls Job Listing at Iowa Select Farms in United States of America (Job ID 4463)

Description

IOWA SELECT FARMS JOB DESCRIPTION 

TITLE: Office Manager—Iowa Falls

REPORTS TO: Director of Communications

LAST REVISION DATE: 01/15/2025

PURPOSE OF POSITION: 

To efficiently and effectively handle the day-to-day office routines as well as managing the company incoming phone calls and providing a great first impression for visitors and guests. The ability to communicate, schedule and transfer information between employees, contractors, vendors, farms and guests of Iowa Select Farms essential for day-to-day business operations is mandatory. This position is a representation of our company to the community of Iowa Falls and the general public and would also have access to confidential information that needs handled appropriately. The Office Manager will be located at the front desk of our Iowa Falls headquarters. 

COMPANY VALUES:

• We believe in doing the right thing every day, operating with character and integrity, and being stewards of our resource by committing to:
  1. Our Animals 
  2. Our People
  3. Our Environment
  4. Our Community

COMPANY EXPECTATIONS:

• Adhere to Iowa Select Farms bio-security policy at all times which includes reporting any violations or concerns to management team
• Compliance with Iowa Select Farms safety policies and procedures which includes continuous education to maintain a safe work environment 
• Follow Iowa Select Farms animal wellbeing policy at all times and partner with the Production Well-being team in a timely manner if an incident occurs

ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES

• Politely greet visitors and potential employees as they enter the office.

• Assist with appointments and vendor visits.
• Welcome potential employees and distribute job applications.
• Screen for solicitors without appointments

• Politely answer and transfer incoming phone calls on a multi-line phone system.

• Confidentiality of information is important as you may be exposed to different calls that are important the confidentiality is maintained.   
• Find the appropriate channel or solution for the caller in a positive and quick manner.

• Send outgoing faxes for departments in the office.
• Distribute incoming faxes to appropriate departments and office personnel.
• Coordinate all incoming and outgoing mail and parcel deliveries.
• Sort and distribute incoming mail.

• Prepare, post and organize outgoing mail.
• Prepare certified letters and overnight letters, keeping necessary documentation.
• Prepare and ship parcel packages for UPS, FedEx and other carriers.
• Make necessary daily trips to the post office to pick up/drop off mail

• Confidentiality, accuracy and attention to details are important.  
• Assist employees with general administrative tasks such as reserving conference rooms for meetings, coordinating food, scheduling calendar invites, etc. 
• Assist various support departments with workload and administrative tasks that can be done from the front desk while maintaining confidentiality

• Assist in scanning of employee documents into company database.

• Including maintaining confidentiality of employee files, labeling, auditing and uploading of employee documents into ADP.

• Assist multiple departments with invoicing coordination

• Assist with company mailing projects including but not limited to mail merge, printing and packaging.
• Train other members of the office on the front desk responsibilities to cover lunch and time off rotations
• Order office supplies and ensure basic office and cleaning supplies are in stock and available.
• Help with basic cleaning routines throughout the front desk area, conference rooms and breakrooms when needed and follow up with the cleaning crew as needed on weekly cleanings.
• Placing orders for food and other preparations needed for meetings as needed.
• Stock office drink and cooler stations.
• Demeanor is expected to be always positive and professional while being helpful, friendly and respectful to team members and management personal. 
• Daily focus should be on success of the company, not personal issues.
• Be at work on scheduled days and ready to work by given start time as attendance is critical to the success of this position. 
• Dress code is professional as this position represents Iowa Select Farms to customers, vendors and employees and is the first impression of the company.  

• Approved Iowa Select Farms apparel will be supported however stocking hats nor sports hats are considered appropriate. 

• Other duties as assigned by supervisor. 

LEADERSHIP COMPETENCIES

• Collaboration Skills: Working with appropriate support departments to determine best solution or when a situation arises. 
• Communication Proficiency: This position will work closely with a diverse population so strong written and verbal communication skills are vital to understanding the needs of those this position corresponds with. 
• Confidentiality: this position will have access to a variety of information and must be able to help direct people and solve problems without sharing that information outside of those that need to know.
• Problem Solving: Independently work through issues that may arise approaching every situation with the best possible decision while reaching out appropriately when additional guidance is needed. 
• Time Management and Organizational Skills: Our business culture is fast paced, innovative and dedication to continuous improvement.  Ability to prioritize daily tasks, organize and manage the scheduled day/paperwork of multiple people and departments while taking the initiative are essential.  
• Multitasking: This role will help serve all departments withing the organization as well as multiple levels of employees and external partners.        Must be able to balance multiple projects and tasks at one time while ensuring they all get completed timely.  

SUPERVISORY RESPONSIBILITIES

• No direct supervisory responsibilities but will need to ensure that the individuals who back up this position while covering PTO are trained and capable of completing the responsibilities 

WORK ENVIRONMENT

• This job operates in an indoor office that is climate controlled.
• This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
• Computer literacy is important with comfortability using a multiline phone system and the Microsoft Office Platform. 

PHYSICALITY REQUIREMENTS

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job.
• Required to stand; walk; sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear.  
• Ability to frequently lift or move up to 10 pounds and occasionally lift or move up to 50 pounds.    
• The employee must have the ability to sit for long periods of time and maintain focus on projects such as computer screens or detailed paperwork.

POSITION TYPE/EXPECTED HOURS OF WORK

• This is a full-time in office position that is Monday through Friday, 7:45am to 5:00pm.
• Additional availability may be required during staffing challenges 

TRAVEL

• No travel is expected for this position

EDUCATION, EXPERIENCE and OTHER QUALIFICATIONS 

• Preference will be given to applicants with at least five years of experience in office administration, preferably with general knowledge of the swine industry or other ag-related field.

LANGUAGE

• Bi-lingual, preferred 

OTHER DUTIES

• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Additional duties, responsibilities, and activities may be assigned or changed at any time with or without notice.