Organization Overview

Working Food’s mission is to cultivate and sustain a resilient local food system in North Central Florida through collaboration, economic opportunity, education and seed stewardship. We work collaboratively with local government and over 30 community organizations with a systems based approach from seed to plate; building a just and equitable food system. Together we provide:

facilities and business development support for 30+ food-based businesses;
gardens, science, culinary and youth empowerment programs for elementary, middle and high school age students;
community education on gardening, seed stewardship, nutrition, cooking and other food related issues;
a regional seed bank and seed collective that partners with local growers and regional seed saving networks to steward, trial and breed locally adapted food crops and make them available to the public.

Job Overview

The Administrative Coordinator is responsible for managing office operations, supporting administrative functions, overseeing new hire onboarding, coordinating volunteers, and sharing Working Food’s mission with the public. The Coordinator will choose a specialty track, handling comprehensive and detailed bookkeeping practices or coordinating and developing content.

Reports To

Working Food’s Executive Director

Essential Functions

Acts as the first point of contact for all clients, guests, and partners
Answers phone calls, responds to email inquiries and delivers a high standard of service to all visitors
Arranges for and coordinates facility maintenance and meets vendors and contractors, as needed
Maintains the office in good working condition and schedules repairs as necessary
Receives and sorts incoming mail and deliveries and manages outgoing mail
Monitors and replenishes office supplies and equipment inventory, as needed
Establishes and maintains an organized filing system
Assists program directors with the collection, processing and tracking of insurance, liability forms, contracts and other documentation
Monitors and communicates deadlines to appropriate staff and board members
Identifies opportunities for process and facility management improvements and oversees the design and implementation of new systems
Provides other administrative support as necessary, including scheduling group meetings, maintaining calendars, updating donor records, performing research and creating reports
Assists with obtaining or renewing insurance licenses and state and federal business certifications and filings
Collaborates on grants and fundraising opportunities
Facilitates onboarding of new hires, interns, and volunteers
Oversees in-office volunteers
Attends and contributes to staff meetings and other Working Food functions, events, and meetings.

Finance Track

Accurately identifies, verifies and categorizes financial transactions in accounting software. Preserves digital or physical copies of source documents
Conducts reconciliation of all bank, credit card and third-party application accounts
Performs all activities related to the accounts payable function including reviewing, coding and processing payments
Performs all account receivable functions including invoicing, deposits and revenue recognition
Tracks and processes all financial and data requirements of grants in collaboration with the Executive Director and Program Directors
Complies with federal, state and local legal and taxation requirements by filing timely and complete reports including payroll, reemployment and sales taxes; advising management on needed actions
Enters data into the payroll system for periodic payroll payments and conducts regularly scheduled audits of payroll records to ensure continued accuracy
Updates payroll records by entering changes in exemptions, insurance coverage, demographic information, etc.

Content Creation Track

Generates, edits, and shares consistent weekly social media content that builds meaningful connections and encourages community members to take action
Creates and shares a monthly newsletter that informs Working Food followers about program updates, upcoming events and opportunities to give
Designs and shares occasional fundraising campaigns
Brainstorms and researches ideas for original content
Creates compelling graphics to share across social channels
Writes social media captions that speak to the organization’s target audience
Captures high quality photo and video content to share across social channels
Develops an optimal posting schedule, considering web traffic and customer engagement metrics
Ensures accuracy and completeness of copy and content, including grammar, punctuation, style and factual information
Uses analytical tools such as Google Analytics, Instagram Insights, and Facebook Insights to monitor and evaluate the organization’s social media presence and performance
Recommends adjustments to the social outreach strategy for optimal results
Ensure brand message is consistent

Qualifications/Skills

Outstanding time management and organizational skills
Ability to multitask and prioritize work with minimal supervision
High level of accuracy and strong attention to detail
Excellent communication and interpersonal skills
Able to clearly articulate our mission and work
Strong problem-solving and analytical skills
Ability to work collaboratively with Working Food staff and Board members, clients, community members, leaders, farmers and volunteers
Commitment to open, direct and honest communication with stakeholders
Culturally competent and empathetic
Strong commitment to the values and mission of Working Food
Proficient in Microsoft Office and Google Suite, with fluency in Excel and Google Sheets
Spanish-speaking a plus

For the finance track

Demonstrable bookkeeping or budget management experience, preferably with a nonprofit organization
Fluency in Excel and Google Sheets required
Proficiency in Xero and Ramp is a plus but training is available for the right candidate

For the content creation track:

Excellent writing, editing (photo/video/text), presentation and communication skills
Demonstrable social networking experience and social analytics tools knowledge
Proficiency in Canva is required

Hours and Compensation

30 hours per week with generous paid leave benefits
A candidate with interest and experience in both tracks may be considered for full time employment.
$18 - $21/hour, commensurate with experience
Cost of living and merit increases are considered annually as part of the operating budget planning process, and are determined by the Board of Directors

Other Requirements

In office work required, with no more than 20% of scheduled hours performed remotely
Work hours are scheduled Monday - Friday between 8am and 6pm

To Apply

Please send a resume, a statement on why you are interested in this position, and three professional references to jobs@workingfood.org.

For the content creation track: please submit at least two (2) writing samples and three (3) examples of designed social media content
For the finance track: applicants will be asked to complete a skills assessment

Working Food

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Administrative Coordinator