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agecon_undergrad_jobs_full: Maxwell Farms / Adminsitrative Assistant


Maxwell Farms / Adminsitrative Assistant


MFI Office Administrative Assistance Job Description 1

Maxwell Farms of Indiana

Job Title: Office Administrative Assistant

Department: 8000 – Maxwell Farms of Indiana

Reports To: Operations Manager, Maxwell Farms of Indiana

Work Location: Hagerstown, IN

I. Primary Purpose of Organization Unit:

Maxwell Farms of Indiana is a fully integrated swine producer. The operation is comprised of three (3) 4,800 head sow

farms, three (3) 19,200 head per farm nurseries and approximately twenty-six (26) finishing contract growers.

The operation produces 425,000 two hundred eighty pound (280) market hogs annually.

By utilizing the most advanced genetics, applying the latest and best animal husbandry techniques and protocol, and

coupling it with diets specific for each production phase of growth, the operation’s 110 associates and 26 contract growers

consistently produce over 93 million pounds of premium pork to the region’s processors. Together with the North

Carolina operations, the farming operation has the reputation for being the 5th largest pork producer in the U.S.

II. Primary Purpose of Position:

The position serves as primary communications facilitator for the Indiana Swine Farming Operations. The positions main

objective is to facilitate the orderly and accurate exchange of information and data between the associates, managers and

staff at the satellite farms, the operations office and North Carolina business offices.

III. Work Schedule:

Regular business hours are Monday through Friday from 8:00 AM to 5:00 PM

IV. Duties and Responsibilities:

Support the mission, values and vision of Maxwell Farms of Indiana.


o Maintain lobby and front desk area, keeping it clean and free from clutter

o Maintain good work relationship with all relevant governmental agencies, contractors and venders

o Main appropriate interpersonal work relationship with employees and peers

o Answer telephone in a professional manner; direct calls to appropriate individuals and /or take


o Greet visitors in a professional, friendly, hospitable manner

o Provide visitors and guests to operations - directions to satellite operations

o Open and close visitor area (lock doors, close blinds, turn off lights)

o Date stamp and distribute incoming mail and parcels

o Prepare outgoing mail

o Order office supplies and monitor inventory

o Fax and photocopy information as needed

o Type memos, correspondence, reports and other documents

Operates and maintains a variety of office equipment


Organize and file time cards

Enter payroll hours for Maxwell Farm operations personnel

Distribute payroll remittance advices and/or checks biweekly

Oversee database management for quality assurance

Pig Trak

MFI Office Administrative Assistance Job Description 2

Cooperate in the maintenance and/or modification of the company’s data collection system to ensure it meets


Receive, collate, distribute and file weekly sow farm production records

Enter sow farm production data into “Pig Trak” production data base

Reconcile data entry reports with original hard copies to ensure accuracy of data entry

Run and distribute sow farm actions lists weekly

Identify corrections needed on sow farm data reports

Input corrected data from weekly reports and action lists upon receipt from sow farms

Run current status inventory report and distribute to sow farm

Enter data received from sow farms relating to current status inventory corrections

Maintain complete and accurate files of all sow farm records

Confirm receipt of swine movement transfer sheets and distribute accordingly

Training & Auditing

Confer with management, supervisors and employees to gain knowledge of work situations requiring training and to

better understand changes in policies, procedures, regulations, business initiatives and technologies

Coordinate training schedule with the hiring and training demands of the farming operations

Conduct training sessions covering specified areas such as:

Pork Quality Assurance

Truckers Quality Assurance

Blood Borne Pathogens

Emergency Response

Hazard Communications

Fire Safety, etc.

Test trainees to measure progress and evaluate effectiveness of training

Maintain trainee personnel records

Perform on-farm PQA Site Assessments

Human Resources

Receive applicants and provide them with job applications to be completed on site

Review applications upon completion to ensure application is fully completed – Ask and document response to

preliminary job screening questions

Maintain applicant flow log

Pull applicant data record from application and file document in separate files

Coordinate each applicants employment process

o Request documents to determine eligibility to work in US

o Review substance abuse policy and process paperwork for applicant’s employment drug screen

o Sign up and orient new hire to company policies and benefits

o Prepare paperwork required to place applicant on payroll

o Forward paperwork to North Carolina for manager’s approval, placing on payroll, and establishing the associates

personnel file

Assist employees, supervisors by translating conversations to settle work related issues

Coordinate communication of workers compensation claims between injured employee, farm manager, and North

Carolina Workers Compensation Benefits Administrator

Provide consultative services and coordinate communication of associates requests for Leave of Absence under

Family Medical Leave Act, Prudential Disability or other reason

Collect Premium payments and prepare receipts for employee’s check/cash insurance premium payments

Assist with processing of personnel change forms to include change of address, wage increases, transfers,

terminations, etc.

Conduct Exit Interviews and explain status of benefits upon termination

Coordinate the distribution of human resources documents between North Carolina Human Resources Department

and the farms

MFI Office Administrative Assistance Job Description 3


Assist Maxwell Milling with weighing trucks

Perform any other duties as assigned by management

Job Knowledge, Skills and Abilities

Must be proficient in MS Word, Excel and the Internet

Excellent verbal and written communication skills required

A professional appearance and telephone manner is essential

Must have good command of English and Spanish language, oral and written

Must be able to type 40 – 45 wpm

Strong data entry skills alpha and numeric

High level of interpersonal skills to handle sensitive and confidential situations and documentation

Knowledge of office administration procedures

Attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines

Work Conditions:

Work in office area and upon occasion will go to farms

Sits, stands, bends, lift and moves intermittently during working hours

Able to lift 25-50 pound objects intermittently


High School diploma or equivalent with some college or technical school coursework preferred and minimum of

three (3) years of job-related experience


Joe Baldwin

Operations Manager

Maxwell Farms of Indiana

(765) 546-1387


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Created at 7/11/2011 2:49 PM by Pava, Penny J.
Last modified at 7/11/2011 2:49 PM by Pava, Penny J.