Board Admin

Description

The Moscow Food Co-op seeks a Part-Time Board Administrative Assistant. The Board Admin is responsible for providing administrative and logistical assistance to the Board of Directors and the General Manager for board and committee meetings, annual meeting, board retreats, etc. This position works closely with the General Manager and Board President to plan and prepare for meetings and projects. This position requires a high level of confidentiality, discretion and flexibility in scheduling.

This position is part-time with hours varying from 2-29 hours per week. Days and hours vary, including evening hours and weekends.

We encourage you to consider a job at the Moscow Food Co-op. We are a community-oriented workplace, offering a positive work environment, living wages, and great benefits. In a recent employee opinion survey, Moscow Food Co-op employees overwhelmingly rate the Co-op as a good place to work and say that they are proud to work for the Co-op.

All employees receive a 20% store discount, earn Paid Time Off (PTO, and participate in the Co-ops 401k plan.

Benefits for our full time employees include: Medical, Dental, Vision Insurance; Short-term Disability; Accidental and Hospital Insurance; Telemedicine and Telemed Mental Health.

Benefits for our part time employees that work more than 20 hours per week include: Dental Insurance; Short-term Disability; Accidental and Hospital Insurance; Telemedicine and Telemed Mental Health.

General Guidelines

• The BOD Assistant must balance responsibility without influencing policy or discussion.
• The BOD Assistant will not hold any other staff positions at the Co-op and may not serve on committees or present proposals to the BOD.
• The BOD Assistant must abide by a code of conduct and maintain strict confidentiality concerning the Moscow Food Co-op.
• The BOD Assistant shall report to the General Manager in consultation with the BOD President.
• The BOD Assistant, as an employee of the Co-op, will be evaluated by the General Manager in consultation with the BOD President.
• Exceptions to this policy may be made with the consideration and approval of the BOD.

Essential Duties and Responsibilities

• Attends all Board and Committee meetings as directed by the Board President and General Manager
• Assists in agenda planning, and prepares/distributes board/committee meeting packets to board/committee members.
• Records and produces minutes from meetings.
• Distributes and posts Board minutes, notices and materials for the Board and Co-op members/owners.
• Assists the Board in logistical planning and organizing of all Board meetings and events, including the Co-op Annual Meeting.
• Formats, prepares and maintains all Board specific records, documents, and archives.
• Coordinates with Board President on a regular basis, and follows-up with board members regarding upcoming meetings, deadlines, and projects.
• Coordinates Board communications and postings to member/owners with the Marketing Manager and General Manager.
• Coordinates with IT department on Board specific technical issues and strategies, and administers/maintains the information on the Boards intranet/share drive.
• Assists the GM with board related reports and tasks such as formatting, typing, and/or tracking the scheduling of monitoring reports as assigned.
• Completes all other duties assigned by the General Manager.

Co-op Performance Standards

Customer Service

• Demonstrate excellent customer skills, both internally and externally; Follows the 10-4 service rule
• Make yourself available to customers; greet each customer promptly with a smile.
• Handle customer complaints and questions courteously.
• Coordinate with all supervisors and leads to address customer concerns, questions or thoughts. i.e., refunds, oops coupons, angry customers, broken machinery etc.
• Help customers place special orders.
• Accurately and completely record special orders and ensure the forms are delivered for processing.
• Offer tastes, samples, suggestions for purchase and ways to prepare food.

Communication

• Communicate directly and professionally, following the Moscow Food Co-op Coworker Conduct Commitment.
• Stay up to date on information in department log books.
• Answer and route phone calls according to Moscow Food Co-op procedures.
• Keep a working phone and personal email address for necessary communication from the Co-op.
• Report customer suggestions, comments, and complaints to Mod and Department Manager.

Other Duties

• Work cooperatively with others in the department and throughout store
• Maintain excellent attendance and punctuality.
• Take breaks according to department and store policy.
• Requests time-off according to department and store policy, arranges subs for scheduled shifts and subs when needed.
• Follows the direction of the Manager on Duty (MOD).
• Maintain accurate use of the time system, substitute for other staff as needed.
• Ensure a safe working environment for all staff and customers.
• Assist with training new staff when appropriate.
• Carry out established opening and closing procedures.
• Complete Co-op-wide trainings as required.
• Attend all inventories, dept. meetings, and all-staff meetings.
• Participate in department and store-wide initiatives such as Open Book Management and others as they occur.
• Offer suggestions and information about products.

We encourage you to consider a job at the Moscow Food Co-op. We are a community-oriented workplace, offering a positive work environment, living wages, and great benefits. In a recent employee opinion survey, Moscow Food Co-op employees overwhelmingly rate the Co-op as a good place to work and say that they are proud to work for the Co-op.

All employees receive a 20% store discount, earn Paid Time Off (PTO, and participate in the Co-ops 401k plan.

Benefits for our full time employees include: Medical, Dental, Vision Insurance; Short-term Disability; Accidental and Hospital Insurance; Telemedicine and Telemed Mental Health.

Benefits for our part time employees that work more than 20 hours per week include: Dental Insurance; Short-term Disability; Accidental and Hospital Insurance; Telemedicine and Telemed Mental Health.

Qualifications

Education and Experience

Required

• High school diploma or equivalent; 1-2 years of professional administrative support experience or a combination of education and experience required.
• Strong word processing skills, experience taking minutes and maintaining sensitive records and information required.
• Highly developed writing, proofreading and editing skills required.
• Proven experience with professional objectivity, discretion, and judgement.
• Advanced knowledge of Microsoft office
• Knowledge of board processes and board administrative procedures strongly preferred.
• Co-op, natural foods or grocery industry experience preferred.

Qualifications (knowledge, skills, and abilities):

• Commitment to the mission and goals of the Moscow Food Co-op.
• Requires a high degree of professional objectivity, discretion and judgment.
• Ability to prioritize, organize, delegate, and handle multiple tasks & projects with limited direct supervision.
• Attention to detail, ability to maintain accurate records, and good problem solving skills.
• Ability to maintain proprietary, financial and other sensitive information in a confidential manner.
• Ability to accurately document and retain the history and integrity of previous boards policies, processes, decisions and actions and to ensure that records are established to ensure continuity when members rotate in/out of board roles.
• Ability to consistently demonstrate diplomacy, tact and sound conflict management skills.
• Ability to establish and maintain positive working relationships with diverse groups.
• Familiarity with Microsoft Word and Adobe (creating and editing PDFS from multiple file sources) preferred.
• Ability to operate office equipment such as computer, phone, copier, stapler, calculator, etc.
• Requires scheduling flexibility to work a variable work week, including evenings and weekends.
• Willingness and ability to meet the changing requirements of the job.

Physical Requirements:

• Remain in a stationary standing or sitting position for long periods of time.
• Must be able to move about the store and surrounding co-op properties.
• Ascend/Descend stairs; Lift and move up to 50 pounds
• Frequent kneeling, stooping, squatting, bending, reaching (overhead/front/side/back).
• Ability to tolerate varying temperatures.
• Visual acuity to perform activities such as preparing and analyzing data and figures; viewing a computer terminal; frequent reading of financial reports, spreadsheets, contracts, invoices, and other detailed documents.

The job duties, responsibilities, skills, and the requirements and conditions listed in this job description are representative only and not exhaustive of the tasks that an employee may be required to perform. The employer reserves the right to revise this job description at any time and require employees to perform other tasks as circumstances or conditions of its business, competitive considerations or the work environment change.

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Salary : $16 - $19