Position Analysis Questionnaire

Administrative Assistant, Warehouse Agriculture Events

POSITION ANALYSIS

Working Title:
Department:
Supervisor:
Direct Clients:
Date Established:
Date Revised: / Admin Assist, Warehouse Agriculture Events
Corporate Operations
Charmaine Blatz, Sponsorship & Events Coordinator
Dietitians, teachers, various health professionals, Alberta Milk staff, general public
October 1999
February 2018

A. Reporting Structure (Position Chart)

B. Purpose/Summary

Reporting to the Sponsorship and Event Coordinator, the Administrative Assistant, Warehouse Agriculture Events will provide a variety of administrative services to Alberta Milk. This position is responsible for processing and packaging school milk program incentives, nutrition resources, merchandise and is also in charge of the warehouse, shipping and receiving. As a part of the Corporate Operations team you will assist with a variety of administrative services including data entry, order processing, reception relief and meeting set up. In addition, this position works at agriculture events throughout the province.

This position functions with minimal direct supervision, and as such, the ability to remain focused, self-motivated and organized while working in a high-paced environment is required. Prioritization of tasks is required. The position must demonstrate professionalism, initiative, and a positive attitude. Must have basic computer skills and a willingness to learn. A strong commitment to the Alberta Milk’s goals and values is essential.

Some travel and occasional overtime is required.

C. Incumbent Profile

Outline the minimum requirements of the following factors necessary for successful performance in this job. Consider only the job requirements and NOT your personal qualifications:

(I)Formal Education and Training

High school diploma

(II)Certification and/or Licensing

n/a

(III)Experience

No experience required

(IV)Knowledge, Skills, and Abilities (KSAs)

Knowledge:

Knowledge of customer service
Knowledge of general office procedures
Knowledge of standard office equipment

Skills:

Customer service skills
Strong communication skills,

Strong interpersonal and organizational skills
Strong organizational skills
Basic Excel and Word computer skills
Works well independently and in a team environment

Abilities:

Ability to lift heavy objects
Ability to travel and be away at events for up to 6 days in a row
Able to work nights and weekends
Ability work as a team player.
Ability to work with patience, tact and diplomacy.
Ability to manage deadlines and prioritize
Ability to establish and maintain positive working relationships
Ability to adapt to new situations and changing environment
Comfortable speaking to people at events and representing the company

D. Competencies

Competencies required to be effective:

Administrative Assistant, Warehouse Ag Events Job Analysis (March 2018) 1

Communication
Oral Communication
Written Communication

Interpersonal Skills
Teamwork
Diplomacy
Organizational
Organizational Awareness
Customer Focus
Self/Life Management
Ethics
Assertiveness
Time Management Skills
Personal Presentation
Minimal Supervision

Administrative Assistant, Warehouse Ag Events Job Analysis (March 2018) 1

E. Key Accountabilities

Accountabilities and Corresponding Duties:

Please identify the key accountabilities of this position. As well list the duties/tasks for each accountability. Note the following:

Only identify accountabilities and duties that are currently being performed. If any of these accountabilities and duties are to be permanently eliminated in the near future, please OMIT them from your description.
DO NOT include temporary duties.
Include future accountabilities and duties ONLY if they are going to be permanently added to this position’s portfolio.

Indicate the approximate amount of time (in percentage) spent annually performing the duties of each key accountability. The percentages must total 100%.

For each accountability identified, please indicate performance indicators and standards.

Accountability #1:School Milk Program(25%)

Duties:

Club Moo

Registration

Register schools for the program; input and maintain the school milk registration database throughout the year
Advise School and Agriculture Program Coordinator of schools that have not re-registered by September 20
Advise School and Agriculture Program Coordinator of any issues that arise with schools on the program

Incentives

As incentives arrive, check with School and Agriculture Program Coordinator to ensure quantity and quality are as expected
Organize incentives in warehouse; ensure earliest used incentives are most accessible
Package and mail incentives as ordered. Target a 5 working day turnaround.

Enter completed orders in inventory data base; file copy of order for future reference

On-Going

Assist in coordinating mail outs, Milk Manager Gifts, etc.
Teacher’s convention, if needed.

Special Promotions

Milk &Cookie Day -fill orders and mail parcels

Assist the School & Agriculture Program Coordinatorin determining the success of each event. Package and send incentives for each event.

Deliverables - Performance Indicators and Standards:

Ensure all information goes out in a timely manner

Assure accurate and consistent information on the databases

Accountability #2: DFC Support (25%)

Duties:

This position supports the Dairy Farmers of Canada’s Nutrition Education staff with their resource materials.

Accurately pack mail resource orders
Ensure all resources are appropriately labeled and bundled
Sends out orders received through shopify
Coordinate P2P workshops, maintain calendar and pack and ship all Power to Play Kits to event.
Courier and follow up Lunch Boards as required, schedule on web calendar
Quarterly maintenance of inventory via Shopify for nutrition resources and merchandise (manual inventory twice a year is required).
Nourish Move Thrive – processing and packing of all orders and mail outs; packing for fitness leaders presentations
Power Up! Resource mailing and test bank maintenance and teacher contact
Shopify responsibilities: tracking inventory, loading resources to the site, and adding inventory.

Deliverables - Performance Indicators and Standards:

Shipments sent prior to event to ensure they arrive in time for presentation or event

Accountability #3:Merchandise (8%)

Duties:

Promotion Orders

Work with School & Agriculture Program Coordinator to review requests for free promotional material. Fill orders for requests that are approved.
Package and mail orders for saleable merchandise as directed by the School & Agriculture Program Coordinator
Various other duties include helping walk in clients in the absence of the School & Agriculture Program Coordinator, receiving merchandise and organizing storage.
Process payments for merchandise
Ensure all merchandise is counted and reconciled to packing slip when orders arrive.
Take inventory of all merchandise and incentives twice a year and share results with School & Agriculture Program Coordinator.

Deliverables - Performance Indicators and Standards:

Order deadlines are met and shipmentsare accurate

Accountability #4: Mail and Postage Machine/Couriers (12%)

Duties:

Process outgoing letter mail through postage machine. Maintain machine and thermal printer with supplies, to be ordered, add postage when necessary notifying finance if require addition to refill account. Download required updates as notified by Pitney Bowes. Code/confirm Pitney Bowes invoices for supply orders.

Enter proper data from parcels into Canada Post’s Electronic Shipping tools program to process each piece with necessary service and info. This prints labels from thermal printer to place on package. Print reports at end of mailing day (by approx. 3:00-4:00) to be signed by sender and mail pick up person, one copy is left behind. When needed, track package through EST program and Canada Post website for delivery/confirmation info.
Maintain and update Club Moo mailing list in mail machine
Keep updated with Canada Post guidelines, meetings with rep regarding services, etc.
Couriers sign incoming deliveries, open take to appropriate staff or let them know if a large item has arrived
Use Purolator for destinations outside of Edmonton or Dynamex for in town

Deliverables - Performance Indicators and Standards:

Ensure mail is sent out on time

Ensure incoming packages are sorted correctly and staff receive it in a prompt manner
Postage machine is maintained properly

Accountability #5: Agriculture Event Support (10%)

Duties:

Work directly with producers regarding farm tour information and orders.
Fills requests for materials for farm tours as received from the School & Agriculture Program Coordinator/Corporate Communications Coordinator or directly from producers. Target a five working day turnaround or shorter if tour is happening sooner.
CAP
Open Farm Day’s supply handouts and resources as required
Agriculture Education for Alberta Milk includes 5 major events: Calgary Stampede, Aggie Days in Lethbridge, Aggie Days in Calgary, Amazing Agriculture at Northlands in Edmonton and Breakfast on the Dairy Farm (different farms each year). Attend and work these events:
Breakfast on the Dairy Farm (3 day/year)
Aggie Days Calgary (6 days/year)
Aggie Days Lethbridge (3 days/year)
Amazing Ag Edmonton (3 days/year)
Calgary Stampede (5 days/year)

Deliverables - Performance Indicators and Standards:

Keep track of events on excel spread sheet as well as items sent

Accountability #6:Office Support(18%)

Duties:

Maintain and organize warehouse items

First point of contact for deliveries and warehouse doorbell
QuickBooks Inventory control – enter all transactions and reconcile inventory

Reception relief

Assist with in-office catering and clean up
Packing and loading van for events
Assist staff with various tasks as requested
Maintains outdoor flowers during the summer (water, fertilize)

Deliverables - Performance Indicators and Standards:

Schedule time wherever assistance is required

Accountability #7 Workplans (1%)

Duties:

Prepare annual workplan
Mid-year review of workplan

Deliverables - Performance Indicators and Standards:

Achieve accountabilities as set out in work plan

Projects and requests are completed efficiently, accurately and within guidelines and deadlines.

Accountability #8: Customer Service (3%)

Duties:

Client inquiries should receive top priority with a commitment to acknowledge inquiries and provide an estimated turnaround time to research and complete the inquiry within the day.
Respond to voicemail and email within three hours if staff is working in the office; daily if staff is working away from the office.

Deliverables - Performance Indicators and Standards:

Clients receive top priority and provided with an estimated turnaround time to research and complete the inquiry within the day.
Voicemail and email responded to within three hours if staff is working in the office; daily if staff is working away from the office.

Accountability #9 Public/External Contacts and Liaisons

Contacts / Reasons for Contact/Liaison / Frequency
(D W M A I)
Pitney Bowes and Xerox / Equipment repair, product orders, information / W or M
Producers / Farm Tour & Merchandise requests / As required
Canada Post / Mail and parcel pickup / D
Couriers/Deliveries / Incoming and outgoing deliveries / D
SMP milk managers / Requests and info regarding program – orders, sales, etc. / D

Accountability #10 : Internal Liaisons

Contacts / Reasons for Contact/Liaison / Frequency
(D W M A I)
All Staff / Reception, admin, general office, etc. / D
School & Agriculture Program Coordinator / Discuss school programs, incentives, merchandise / D
Sponsorship and Events Coordinator / Discuss workloads, issues, performance reviews / W

F. Security and Confidentiality

To what extent do you deal with the following types of Confidential Information (Please place a N/A in the description column if the type does not apply to the position).

Confidential information / Employee & Volunteer
–Specify Type: / Client
– Specify Type: / Financial / Organizational
– Specify Type:
a)Source of Information
b)How often do you deal with the information?
(D W M A I)
c)Requirements for maintaining the information
d)Security measures in place

View Only; would mean that you have access to view data required for your job, but cannot alter or change the data in any way.

Update; would mean that you have access to add to, change or delete the data as required by your position, but you do not have access to change the look up tables/codes or core data utilized as the base when updating information. i.e. you may have access to do up a PO and select the appropriate functional center, but you do not have access to add additional functional centers.

Table Maintenance; would mean that you have access to change the tables that are used by those that have access to update data, or change the codes utilized by those that have access to update the data ie. You may have access to add/change/insert functional centers that are utilized by various departments when updating information.

G. Physical/Sensory/Mental Demands

This section is intended to identify the degree and severity of exertion associated with the position. Consider the intensity and severity of the physical effort as well as the sensory and mental attention required to perform the majority of the duties in the position.

For each the physical, sensory, or mental effort listed below, determine and specify the demand level:

1Not Required (used 0% of the time)

2Occasional Required(used 1% to 30% of the time)

3Moderately Required(used 31% to 60% of the time)

4Frequently Required(used 61% to 80% of the time)

5Consistently Required(used over 80% of the time)

Physical/Sensory Efforts /

Demand Level

Overall Physical Movement / 5
Sitting / 2
Standing for long periods of time / 4
Walking long distances / 2
Running / 1
Stooping / 4
Crouching / 4
Kneeling / 4
Driving / 1
Keyboarding / 4
Hand Writing / 2
Reading / 5
Calculating / 4
Public Speaking / Presentation / 1
Counseling / 1
Individual or Group Coaching / 1
Visual Concentration / 3
Audio Concentration / 3
Hand-Eye Coordination / 4
Smelling / 1
Touching / 1
Tasting / 1
Lifting, specify common range of weight: / 5: 10-40lbs (incentives, mail, binders)
Pushing, specify common range of weight: / 5: 10-100lbs (incentives, mail, binders)
Pulling, specify common range of weight: / 3: 10-100lbs (incentives, mail, binders)
Intense Mental Concentration, specify types of duties and/or responsibilities involved: / 0

H. Working Condition and Environment

This section is intended to identify the frequency of exposure to undesirable or disagreeable environmental conditions, or hazards under which the work is performed. Consider only those conditions or hazards which are inherent in the nature of the work. DO NOT consider extreme situations where the risk of a specific situation or accident occurring is unlikely.

I.Put ONE of the following exposure frequency ratings for each of the conditions and hazards.

NNever/No ConcernMeans that there is no negative exposure to elements listed below.

OOccasionalMeans that there is exposure once in a while over a period of time (e.g.

occasionally it may happen several times a day or even several days in a row, but in general, it does not happen every day).

RRegularMeans that there is frequent exposure over a period of time, such as

several times daily, almost every day.

CContinuous Means that except for breaks, the exposure is continuous almost every

day.

Types of Negative Conditions or Hazards

Frequency of Exposure

Poor Lighting

N

Noise (loud, disruptive, etc.), specify:

O

Odour (mild, obnoxious, etc.) , specify source:

Temperature (hot, cold, etc.), specify: Building has inconsistent temperature control system

Vibration (minor, strong, etc.), specify

Traveling (limited, moderate, extensive, etc.), Specify:

Work Hours (irregular schedule, shift work, etc.), specify:

Verbal Abuse and Harassment (rudeness, profanity, etc.), specify:

Physical Abuse and Harassment (pushing, slapping, etc.), specify:

Assault (sexual, physical, etc.), specify:

Physical and Non-Chemical Material/Equipment Hazards Causing Injuries (sprains, cuts, burns, bruises, etc.), specify types of hazards and types of actual/potential injuries:

Chemical Hazards Causing Injuries, specify types of chemical hazards and types of actual/potential injuries:

Procedural Hazards Causing Injuries, specify types of procedural hazards and types of actual/potential injuries:

II.What sort of training and equipment would be needed to effectively address the conditions and/or hazards encountered in the work of this position?

I. Complexity/Judgement/Decision Making

I.Give examples of the a) common/typical types of problems as well as b) the worst type of problems that you are required to resolve.

II.Indicate how you go about solving these problems keeping in mind the degree of difficulty, time frames, type of analysis, inter-related activities/parties, creativity and decisions required to solve the problem. As well, consider the extent to which the work is covered by (a) instructions, standards, policies, procedures, precedent, and the absence thereof, or (b) known or unknown factors that surround the work.

Typical Problems / Solutions and Approach/Steps to Problem Solving
Late courier or postal delivery / Complain to, no charge for bad service
Worst Problems / Solutions and Approach/Steps to Problem Solving

J. Consequence of Action (Impact of Results)

As a part of the job, incumbents make decisions and take actions in the best interest of the organization, its clients, and/or employees. The intent of this section is to capture the effect that these decisions and actions can have upon the operation of the organization, and the impact that the organization could experience if the decision turned out badly. These effects are often felt in terms of efficiency, expense, attainment of goals, impact on clients and/or employees, impact on health and safety of others, or impact on the image of the Organization.

I.Give examples of the impact an error in the position would have on the organization (waste, financial loss, reduced productivity, injury to others, delay in service delivery, legal action being taken against organization, image of the organization being tarnished, organizational takeover/breakdown/closure).

II.Give examples of the scope of the error on the organization. The results may relate to a program, department /unit, facility or overall organization (directly, indirectly, operationally or other).

Types of Errors and Actions Causing Errors / Impact of Errors / Scope of Errors
Miscounting orders / Schools need to re-order extras
Affects inventory /

Costs for extra mailings

Errors in Mailing or couriers / People don’t get important or time relevant information /

Cost for extra mailings, missed deadlines.

K. Additional Information

Please identify any items which have not been addressed on the previous pages (which you feel is important for consideration in the evaluation of your position).

Administrative Assistant, Warehouse & Ag Events Job Analysis (January 2018) 1