York Fresh Food Farms Job Description

Administrative Assistant

           

ORGANIZATIONAL OVERVIEW

York Fresh Food Farms is a 501(c)(3), nonprofit organization that operates a year-round, sustainable urban vegetable farm in the City of York, PA with produce markets and FarmShares (a year-round CSA). Our mission is to cultivate community health through agriculture, access, and affordability by growing, selling, and donating safe, nutritious, affordable vegetables for the underserved, food desert neighborhoods of York, PA.

REPORTS TO

This position reports to the Executive Director.

SUPERVISES

This position does not supervise other employees.

QUALIFICATIONS

High school diploma required, associate’s or bachelor’s degree preferred. Office/administrative assistant experience, strong computer skills and excellent organizational skills. Preference for experience in any of the following: retail sales, customer service, marketing/promotions, farm production, produce preparation, non-profit work.

GENERAL DUTIES

The Administrative Assistant performs a variety of duties to assist the Executive Director with overall operations, with primary responsibility for coordination of employee and volunteer scheduling, cash procedures, database management (POS and customer), and generating reports related to farm activity. The Administrative Assistant works onsite at the farm and may have some work-from-home opportunity at the discretion of the Executive Director, as well as assisting at special events in the community.

As a nonprofit organization with year-round farming and market operations, York Fresh Food Farms is open to the public, and the Administrative Assistant will be engaging with the public, our customers, vendors, community partners, volunteers, York Fresh Food Farms employees and others.

RESPONSIBILITIES

Under the direction and general supervision of the Executive Director, the Administrative Assistant:

  • Places orders for purchased produce, supplies, etc. as requested
  • Works with Market Coordinator to ensure secure and accurate cash handling, including cash reconciliation and bank deposits
  • Develops and maintains documentation to ensure consistent procedures related to cash handling and office activities.
  • Enters and synthesizes harvest and market data
  • Maintains accurate farming records and records of all financial transactions.
  • Quickbooks/Fulton Bank online (including restricted grants)
  • In collaboration with the Market Coordinator, maintains POS (point of sale) system and produce sales data, with receipts and payment type (cash, credit/debit/EBT, coupons and other incentives); revenue by type and location (produce market, online sales, wholesale).
  • Generates reports for financial recordkeeping.
  • In collaboration with the Market Coordinator, maintains up-to-date customer database
  • In collaboration with the Farm Supervisor, Market Coordinator, and Executive Director, coordinates farm-based educational and volunteer events such as volunteer days, workshops, tours, and student engagement (Marketing Plan)
  • Records all donations in appropriate software application and generates/sends acknowledgement letters
  • Provides initial contact with employee and volunteer applicants. Screens for appropriateness and forwards to hiring individual for further action.
  • Ensures completed Volunteer Registration and updates Volunteer Roster.
  • Schedules volunteers and volunteer groups (shared responsibility with Market Coordinator)
  • Manages timekeeping for the leadership team
  • Attends weekly Huddle with Market Coordinator, Farm Supervisor, and Executive Director
  • Schedules meetings (Huddle, community partners, employee/volunteer interviews and performance reviews, etc.) on Google calendar.

Work Schedule

This position requires some weekend and possibly evening hours, with the schedule dictated by the type and timing of farm work, produce sales and special events.

FUNCTIONAL SKILLS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

  • Ability to work independently and efficiently as well as with a team in a fast paced, dynamic environment.
  • Respectful, approachable, friendly and team oriented while building strong working relationships and a positive work environment
  • Detail-oriented with consistent follow-through
  • Excellent customer service skills
  • Strong understanding and accuracy with numbers and financial transactions
  • Proficient in Microsoft Word, Excel, email and familiar with social media. Willing to learn additional software applications necessary for operations including but not limited to sales and workforce management
  • Strong written and oral communication skills
  • Ability to work an average of 20-30 hours a week with workday hours that can vary and weekend and evening work required as needed
  • Must possess a valid driver's license and clean driving record
  • This position may involve interactions with youth and requires the completion of child abuse clearances and a background check

PHYSICAL DEMANDS & OTHER JOB REQUIREMENTS

The work environment characteristics and physical demands described here are representative of those an employee may encounter while performing the essential functions of this job.

  • Gross manipulation of legs, feet, wrists, and hands and exceptional hearing and vision. Frequently required to stand; walk; use hands to handle or feel; reach with hands and arms; stoop, kneel, crouch, or crawl.
  • Ability to work in adverse conditions and extreme weather such as heat, humidity, cold, dirt, dust, pollen, precipitation, wind, and sun.
  • Ability to work weekends and occasional evenings as needed.

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