Administrative Specialist

Agriculture Education Services & Technology, Inc. (AEST) is currently seeking an Administrative Specialist to play a pivotal role in ensuring a trusted and reliable workforce for the state’s agriculture industry.

The listed pay range is the starting salary range for the position.

At AEST, a subsidiary of Florida Farm Bureau, you will be part of a company dedicated to supplying the agricultural industry with certified workers through industry-driven assessments and certifications. We ensure that each certification reflects a differing agricultural sector with the skills and competencies for success in that field.

Why AEST?

• You’ll be helping to prepare the next generation of the agricultural workforce.
• You’ll get to take the lead in developing rigorous, relevant curriculum for certifications.
• You will help ensure that employers connect with talented, certified individuals.
• You get to work with a passionate team of professionals and advocates.
• You’ll have a positive work environment with supportive managers and teammates.
• You will be part of a company that invests in you!

At AEST, we understand that attracting the best talent requires more than just a challenging role. That’s why we offer a comprehensive benefits package designed to enrich your life both in and out of the office. We offer a competitive salary and a comprehensive benefits package including:

• 401k Retirement Plan: You will be able to participate in a 401k retirement program with a company match of up to 4% of your annual, eligible gross wages. An annual employer contribution will also be added for all eligible employees each year.
• Professional Development: You will have the opportunity to obtain special training and enjoy an annual staff retreat paid for by the company.
• Paid Time Off: As a new employee, you will receive 19 PTO days per year.
• Paid Holidays: You will receive at least 9 paid holidays per year.
• Health Insurance: You will have the opportunity to enroll in health insurance with several options to choose from.
• Other Insurance: You will be able to enroll in other group insurance benefits such as dental, vision, life, disability, other supplemental benefits.
• Flexible Spending Account! You will have the option to have a Flexible Spending Account.
• And there’s more! Your insurance benefits become effective the first of the month following your employment start date!

The AEST Administrative Specialist works in close partnership with AEST leadership to accomplish the goals of AEST and other agriculture education initiatives. This position is essential to the financial health of the company. Observing best business practices and etiquette is required, along with the ability to provide superb customer service.

Key responsibilities include:

• Compose and type routine correspondences and other documents, security agreements, verification forms and more.
• Manage calendar for meetings, contract renewals, MOU agreements, memberships, subscriptions, registrations and other time sensitive items.
• Support general operating activities through maintaining supplies, ordering promotional materials, route incoming mail and calls, preparing outgoing mail and providing reports as requested.
• Manage databases and available payment types (i.e. invoicing, credit cards, purchase orders) within our platform
• Maintain customer records — verifying and updating customer information
• Prepare and issue invoices to clients or customers accurately and on time
• Resolve billing issues and handle invoice-related queries
• Review purchase orders and sales transactions to ensure accuracy
• Collaborate with the accounting department to reconcile invoicing issues
• Track and monitor accounts for timely payments, including sending reminders to customers when bills are overdue
• Implement and adhere to financial procedures and policies
• Perform other duties as assigned.

To thrive in this role, you’ll need:

• High school diploma or GED.
• Basic knowledge of computers, Microsoft products, and internet usage is required. Advanced skills preferred.
• Further education in Finance or Accounting preferred.
• Experience using QuickBooks and invoicing systems preferred.
• Experience in client relations, communications, and/or business with an agricultural background or similar is preferred.
• Superb customer service skills.
• Excellent organizational and time management skills.
• Ability to write reports, business correspondences, and present information to various audiences.
• Strong verbal and written communications and language skills.
• Ability to interpret a variety of instructions in various formats, rationally think through and exercise judgment, and make sound recommendations and/or solve practical problems.
• Ability to work as a valuable team member.

Physical demands:

Regularly required to:

• Sit
• Use hands to finger, handle, or feel objects, tools or controls
• Talk and hear
• Lift and/or move up to 10 pounds
• Use close vision

Occasionally required to:

• Stand and walk
• Day and/or overnight travel within the state by automobile
• Lift and/or move up to 40 pounds

To perform this job successfully, an individual must be able to perform each essential duties satisfactorily. The requirements listed are representative of the knowledge, skills and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

AEST provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Job Type: Full-time

Pay: $20.65 – $24.78 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Vision insurance

Work Location: In person