Administrative Specialist

Description

Position Summary

The Administrative Specialist serves as a versatile, cross-trained resource across the
organization’s administrative functions. This role is designed to provide reliable support and backup
coverage to office staff during periods of time off, family leave, and employee transitions. The Administrative Specialist will develop proficiency in accounts payable, accounts receivable, daily banking, cattle tracking, cattle procurement support, and other critical administrative processes across all companies within the Beef Northwest family of operations.

Work Environment

This position is based in Beef Northwest’s North Powder, Oregon office and operates in a professional office environment. The role works closely with administrative and operational teams across all BNW companies, primarily by phone and email from the North Powder office. The position demands flexibility and a willingness to shift focus between functions as business needs require.

Key Responsibilities

Accounts Payable & Receivable

• Perform accounts payable for all companies, including invoice entry, coding, approval workflows, and payment processing.

• Perform accounts receivable for all companies, including invoicing, payment application, and collections follow-up.

• Execute daily banking for all companies, including deposits, transfers, and reconciliations.

Cattle Tracking

• Maintain cattle tracking records for all companies, including inventory, movements, and related data entry.

• Coordinate with feedyard and operations personnel to ensure accurate data for operational and financial reporting.

Cattle Procurement Support

• Support the cattle procurement team with purchase processing, contract documentation, and procurement records.

• Assist with shipment tracking and buyer and vendor communications, especially during peak periods and staff absences.

• Help the team update and verify cattle information at the purchase, placement, growyard, and finish yard stages.

Cross-Functional Administrative Support

• Serve as primary backup for all administrative positions in the North Powder office during time off, family leave, and staff transitions.

• Assist with special projects, process improvement initiatives, and other duties as assigned.

Requirements

Qualifications

• High school diploma or equivalent required; associate’s or bachelor’s degree in Business Administration, Accounting, or related field preferred.

• 2–4 years of administrative, accounting, or office support experience preferred.

• Proficiency in Microsoft Office Suite, particularly Excel and Outlook.

• Experience with accounting software and/or ERP systems preferred.

• Strong organizational skills with the ability to manage multiple tasks and priorities simultaneously.

• Excellent attention to detail and commitment to accuracy.

• Strong interpersonal and communication skills, with the ability to work collaboratively across teams and departments.

• Self-motivated learner with a demonstrated ability to quickly absorb new processes and systems.

• Agricultural industry experience a plus but not required.

Competencies

• Adaptability: Demonstrates flexibility and willingness to shift between diverse administrative functions as business needs dictate, maintaining a positive and solutions-oriented approach.

• Reliability: Provides dependable backup coverage across all administrative roles, ensuring continuity of operations during planned and unplanned staff absences.

• Continuous Learning: Proactively develops and maintains proficiency across multiple administrative disciplines, systems, and workflows throughout the organization.

• Attention to Detail: Maintains accuracy and thoroughness across all tasks, whether processing transactions, tracking cattle, or supporting procurement activities.

• Teamwork & Collaboration: Works effectively with colleagues across departments, building strong working relationships and contributing to a supportive office environment.

• Integrity: Upholds the highest standards of accuracy, confidentiality, and professionalism in all administrative matters.

This position description is intended to describe the general nature and level of work being performed. It is not intended to be an exhaustive list of all responsibilities, duties, and skills required. Beef Northwest Feeders is an at-will employer, and this document does not constitute a contract of employment.