Green Valley Farm Supply Inc.

Job Info
  1. Job Title: Administrative Assistant
  2. Location: Gonzales, CA
  3. Number: 10193
  4. Post Date: 4/9/2018
Job description

Job Title:             Administrative Assistant (Full –Time)

Company:           Agricultural Service Business (Application Division, Retail Store & Fabrication Shop) with locations in Yuma, AZ, Gonzales, CA, Watsonville, CA, and Hollister, CA


Mandatory Requirements

  • Strong organizational skills, detail-oriented

  • Self-motivated and dependable individual

  • Good working knowledge of Excel and Word Processing

  • Good communication skills


Job Description

  • Individual will assist the Safety & Compliance Manager in producing and organizing all required documentation as well as maintaining a system of record retention for all regulatory agencies.


    Duties include, but are not limited to:

    • Renewing all regulatory licenses and permits

    • Maintaining spreadsheets that track employees and company equipment

    • Maintaining all record keeping, including DQ Files for all Company drivers

    • Process and maintain files for all transactions with California and Arizona IRP (Apportion Licensing) amd each state’s Department of Motor Vehicles to ensure that all renewals are timely and apportionment schedules are filed.

    • Process and Maintain files as required by U.S. Department of Transportation.

    • Maintain DOT equipment binder, log appropriate repair events, including 60-90 day inspections

    • Assisting in the preparation of all regulatory agency inspections

    • Process and maintain all files for Driver drug testing.

    • Process and maintain all files with Insurance Carrier/Agent and ensure that vehicles and authorized drivers have current insurance information.

    • Daily verify that commercial drivers comply with the Federal Motor Carrier Safety Administration and California Highway Patrol laws correctly reporting driver’s hours-of-service.

    • Maintain mileage records, prepare the Quarterly I.F.T.A. reports and Annual Heavy Highway Vehicle Tax Return.

    • Maintain listing of all in house equipment, owned and leased, in EXCEL.

    • Verify that any non-commercial authorized drivers are complying with required regulations

    • Maintaining inventories of all regulatory forms and documents (i.e. HOS Log sheets, Daily Vehicle Inspection Reports, Weight Certificates, Forklift Inspection Records, Tractor Inspection Records, etc)

    • Performing daily processing of Driver Hours of Service Log sheets

    • Assisting in the management of the Employer Pull Notice Program

    • Preparing training materials for all Safety Trainings

Answering phones and referring calls to appropriate personnel.


  1. Secretarial/ Administrative experience preferred

  2. Excellent written and verbal communication skills. Must be proficient in Microsoft Office, i.e. Word, Excel;10-key by touch.

  3. Possess a valid CA license and satisfactory driving record.

  4. Ability to manage workload effectively including plan, coordinate, organize, prioritize and handle multiple tasks.

  5. High School Diploma/ GED equivalent (AA Degree Preferred).


Physical Demands:

  • Sitting and standing for prolonged periods

  • Light to moderate lifting (up to 40 pounds)

  • Reaching, stooping, pulling, pushing and manual dexterity

  • Operating a computer, calculator, copier, fax, involves repetitive hand arm movement

  • Entering data by touch requires the ability to hear computer alarms for errors


  • Commensurate with education and experience

  • Benefits:

  • Health Insurance

  • Paid vacation

  • 401k Retirement Plan


Equal Employment Opportunity Employer. M/F/D/V.

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