Position: Administrative Coordinator Location: Atlanta, GA
FLSA Status: Exempt (salaried)
Reports to: VP of Finance and Compliance/Team Leader
Number of people managed: None
Travel required: up to 5%
Description:
The National Peanut Board (NPB) Administrative Coordinator handles an array of detailed
clerical, accounting and office administrative tasks to help ensure that the daily, general office
needs are met in an efficient and professional manner. Reporting to the VP of Finance and
Compliance, the Administrative Coordinator must be an organized, deadline-oriented,
proactive multi-tasker who pays great attention to detail and exercises tenacious follow-through.
This person also provides clerical and accounting support to the VP of Finance and Compliance
and other general office assistance to the President and CEO as well as other managers in the
organization. The position serves as the first point of contact both in person and on the phone
for all external clients and must project a professional, congenial, helpful demeanor and maintain
a positive attitude at all times.
Organizational Competencies: To be successful, an individual should demonstrate the
following competencies to perform the essential functions of this position:
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Team Player – Demonstrates an ability to work collaboratively with other employees to
achieve National Peanut Board goals while supporting the mission, vision and values of
the National Peanut Board.
Learns Continuously – Exhibits openness to learning and a willingness to transfer
knowledge to others to achieve quality results. Continually seeks to improve knowledge,
skills and abilities to improve personal performance. Demonstrates ability and
willingness to adapt to change. Possesses ability to grow the position, accepting
additional responsibilities.
Communicates Well – Uses effective communication and listening skills. Writes and
verbally communicates clearly and concisely. Practices respectful two-way open, direct,
candid and 360 communication. Is open to feedback from peers and management.
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Acts with Integrity – Consistently displays a high standard of ethical and moral conduct
in keeping with National Peanut Board values. Takes actions which support ethical
values and beliefs, following through with commitments, treats all employees with equal
respect, works to minimize conflict, takes responsibility for own actions, and shares
information openly while respecting confidentiality.
Detail Oriented – Consistently maintains attention to detail and is expeditious in
following through on tasks and assignments.
Position Responsibilities/Essential Job Functions:
The Administrative Coordinator’s role requires great attention to detail in executing all
assignments. These responsibilities include but are not limited to:
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Serve as the initial point of contact for in-person visitors and those calling the main phone
line providing a high-quality, external contact experience.
Maintain the NPB Inventory Control System (both the physical inventory and the
maintenance of the MS Access Database program). Fill and ship internal and external order
requests; transfer items from off-site storage; monitor inventory levels; and periodically take
physical inventory counts, research discrepancies and adjust inventory in MS Access
Program as needed.
Provide a number of clerical accounting duties as assigned such as coding invoices and
reconciling some bank accounts.
Update Board meeting attendance and expense filing list.
Prepare accounts payable check runs and file related documents.
Coordinate Board meeting details to include pre-planning and attendance at all Board
meetings (usually four per year).
Monitor staff expense report filings, following up on missing information.
Monitor Board expense report filings, following up on missing information.
Provide clerical support and office assistance to President and CEO and VP of Finance
including generating travel request forms for President and CEO, forwarding forms for
approval and following up through approval and filing completion, as well as tracking and
following up on all Board and Staff travel request forms.
Provide or arrange for office maintenance as needed for phones, copiers, postage meter, etc.
Determine office supply needs for general office and staff and place order as needed.
Monitor and replenish kitchen items. Place order or purchase items as needed.
Maintain appearance of reception area, copy room and kitchen.
Communicate office maintenance needs to property management contact and follow-up.
Maintain contact lists (Board, staff, virtual staff and outlook).
Tracking of USDA approvals
Work as a team player to support all aspects of NPB’s program of work and perform other
duties as assigned.
Required Qualifications:
• BS/BA or equivalent
• 1 - 3 years of accounting, and or other office experience
• A thorough understanding and ability to execute in Microsoft Office suite (Word,
Outlook, PowerPoint, Excel and Access database software)
• Excellent professional writing, proofreading and communication skills
• Excellent organizational and administrative skills to support other internal and virtual
team members in a fast-paced environment
Physical demands and work environment:
The physical demands and work environment characteristics described here are representative of
those that must be met by an employee to successfully perform the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the
essential functions.
• Physical demand: The work is mostly sedentary, operating a computer keyboard and
phone, with periods of light physical activity, and is performed mostly in office
surroundings. At times there may be packing materials and lifting up to 25 pounds;
bending and reaching There is up to 5% travel to attend and participate in occasional offsite activities that, at times, require standing for long periods; lifting and carrying up to
25 pounds; bending and reaching. In addition, the work requires the ability to speak and
to use normal or aided vision and hearing. Work environment: The noise level in the
office work environment is usually low; however, offsite activities such as trade shows
will be higher.
• Employee may be subject to work beyond the normal scheduled hours and occasionally
weekends.
The National Peanut Board is a non-profit, farmer-funded research and promotion program for USAgrown peanuts. The National Peanut Board was established by USA peanut growers to:
Increase demand for USA-grown peanuts through strategic marketing, communication, and
promotion efforts.
Stimulate new and different uses for peanuts, peanut butter and peanut products.
Fund peanut production research that creates efficiencies, improves quality, and reduces
peanut production costs.
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Through the implementation and execution of several major strategic initiatives, NPB has made a
measurable impact toward its goal of increasing demand and consumption since the launch of its
promotion, marketing and advertising program in 2000.
The National Peanut Board office is located in the Cobb Galleria area. The National Peanut Board
provides competitive salary and benefits for staff.
Anyone wishing to apply for the position, please forward resume, cover letter and salary requirements to
Maria Mehok at [email protected]. No phone calls please.