Admin Assistant

:The North Dakota State Seed Department's mission is to assure integrity of the seed industry through commitment to client service and product quality. NDSSD carries out seed certification, laboratory testing and seed regulatory functions for the state's agricultural industry and is a recognized leader in services for the seed industry. This position is focused on providing administrative services to all areas of the NDSSD. The department's core operations consist of five primary program areas: Field Seed, Potato, Laboratory Services, Regulatory and Administration. The successful applicant will be one of 3 administrative team members in the Fargo office. Duties:Data entry into a custom database programRun reports daily for seed lab and certificationGreet & direct customers to the appropriate department contacts over the phoneProvide information to customersProcess incoming and outgoing mailReview documents for accuracyProvide administrative support to all program managersAssist as backup duty to other team members and supervisorOther duties as assigned by the supervisor Responsibilities include:This work unit provides services to the entire department. Services are provided for the potato program, seed regulatory program, lab services program, and seed certification program.Responsible for data retrieval, generation, and printing of final certification reports. (Reports are run 3 times a day.) Tracking paperwork from seed operation to assemble with reporting, compiling final reports, and file maintenance. Responsible for printing of all seed labeling on tags and bulk certificates. Labeling includes state wholesale and retail, inter-state, OECD international, pre-issued and common seed labels. Process includes review of data for accuracy and ensuring reporting of all necessary data. Responsible for daily update of active web site including customer testing and certification informationMaintain a computer database of growers, varieties, counties, and field applications. Review/prepare data entry of field inspection applications after approval. Record application assignments on inspection reports and assemble files. Review/preparation and data entry of all shipping point inspections. Responsible for verification, printing, and billing of all accounts receivable charges. Maintain complete files under USDA guidelines for all inspections. Responsible for weekly reporting of all North Dakota potato shipments to National Market News.Maintain a computer database for seed regulatory permit system. Verify data reported from farmers, elevators, and seed companies and confirm accuracy of payment. Data enter approximately 2500 reporting forms annually. Track forms not returned and prepare correspondence with permit holders. Maintain reporting files for all completed forms.Maintain a database of approximately 40 wholesale potato dealers. Prepare annual license renewals. Update database and prepare listing for national publication.Prepare miscellaneous correspondence reports as requested using a variety of computer programs including Microsoft Office Suite (Word and Excel) and custom software.Prepare deposits for accounts receivable to be delivered daily to Wells Fargo Bank.Answer incoming phone calls and provide customer service for the Seed Department customers by assisting them with seed laboratory and diagnostic laboratory results, accounts receivable balances, field inspection applications and results, seed law questions, potato inspection and testing questions, and other general Department information. Distribute calls to appropriate staff for additional customer service. Manage all mailings using the prepaid mailing machine, keep track of funds on machine and apply postage where necessary. Arrange for FEDEX/UPS shipping for various managers Minimum Qualifications:High School diploma or GED and minimum two-years' experience in office support, data entry, agriculture, or customer service as dictated by hiring agency or associate's degree in related field. Preferred Qualifications:Associate's degree in qualifying field (ex business accounting, office administration, agriculture) OR two years' equivalent experience in accounts receivable, agriculture, data entry, seed laboratory settingWork experience in the agriculture industry, specifically the field seed or potato industryWork experience in customer service / answering the phone and greeting customersWork experience processing incoming and outgoing mailWork experience in a seed laboratory settingWork experience filing documents and maintaining an electronic filing systemWork experience reviewing and processing documentsWork experience entering information into a database (data entry)Work experience processing payments, preparing deposits, and working with cash (checks)Experience with Microsoft Word, Excel, and Outlook

About Team ND

"Far and away the best prize life offers is the chance to work hard at work worth doing." - Theodore RooseveltMore than 7,500 talented, hard-working people across sixty-three agencies have come together as Team North Dakota. At Team ND, we are driven to succeed through gratitude, humility, curiosity and courage. Our purpose is to empower people, improve lives, and inspire success. Join us in being legendary.Total Rewards: The State of North Dakota is committed to providing team members with a strong and competitive rewards package that support you, your health and your family.Considering a new position on Team ND? How does your current position stack up? Use our Total Rewards Calculator to estimate.

Application Procedures

Applicants must complete the online application for employment and upload a resume, cover letter, and college transcripts (official or unofficial). All application materials must be submitted by 11:59 p.m. on the closing date. Applicants must be legally authorized to work in the United States. Sponsorships will not be considered.For more information about the position, contact: Starr Thies, at 701.231.5410. For assistance in the application or interview process, contact Jill Mugaas, HR Business Partner, at 701.328.4743. TTY users may use Relay North Dakota at 1-800-366-6888. Comments:The ND State Seed Department's hours are 8:00 am-4:30pm, M-F. Summer hours are 7:30am-4pm, M-F, from the day after Memorial Day to the Friday before Labor Day. The Seed Department observes the holidays listed on the state of ND's website. More information about the ND State Seed Department can be found on our website at www.ndseed.com

Equal Employment Opportunity

The State of North Dakota and this hiring agency do not discriminate on the basis of race, color, national origin, sex (including sexual orientation and gender identity), genetics, religion, age or disability in employment or the provisions of services and complies with the provisions of the North Dakota Human Rights Act.As an employer, the State of North Dakota prohibits smoking in all places of state employment in accordance with N.D.C.C. Sect. 23-12-10.