Administrative Coordinator

*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 a plus *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 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 * Applicants who do not submit all requested information will not be considered for the position Working Food is an equal opportunity employer that is committed to increasing equity, diversity, and inclusion in all elements of our work.
Working Food hires, trains, compensates, and promotes regardless of race, marital status, religion, age, mental or physical disability, national origin, citizenship, ancestry, sex (including pregnancy), sexual orientation, gender identity (including gender nonconformity and status as a transgender individual), past, current, or prospective service in the uniformed services, in addition to any other characteristic protected under applicable federal, state, or local law.
Job Types: Full-time, Part-time Pay: $18.
00 - $21.
00 per hour Expected hours: No less than 30 per week Benefits: * Flexible schedule * Paid time off Schedule: * Monday to Friday Ability to Relocate: * Gainesville, FL 32601: Relocate before starting work (Required) Work Location: In person