Part-Time Administrative Coordinator

Pennsylvania Certified Organic (PCO) is a growing non-profit organization that works with farmers and food producers across the US. PCO provides organic certification services to more than 1600 operations, employs approximately 40 staff, and sub-contracts with around 50 inspectors. Our staff are dedicated to our vision: A world where agriculture systems prioritize health, ecological balance, fairness and care. and we are committed to a work culture of purpose, caring, and results. We are seeking an Administrative Coordinator to join our team.

The Administrative Coordinator performs a variety of tasks essential to PCO’s operations, including general office duties such as answering phones, and managing incoming and outgoing mail. They also perform minimal accounting support such as receiving payments and monitoring petty cash, as well as basic IT coordination including overseeing help desk tickets with 3rd party, coordinating shipments, and minor IT troubleshooting. Additionally, they play a crucial role in document management, organizing and maintaining files, databases, and other important records to ensure efficiency and compliance.

Team Statement:

The Administrative Coordinator is a member of the Finance and Administrative Team, which has the following areas of responsibility:

• Financial Management
• Information Technology
• Office Administration

This position is an in-office position. The office is located in Spring Mills, PA. The hourly rate for this position will be $26.44 - $28.84/hour. For more information on our benefits, click here.

This position will remain open until filled.

PCO is an equal opportunity employer and service provider. We do not discriminate with regard to race, color, religion, national origin, age, ancestry, political beliefs, union membership, disability (in accordance with the American With Disabilities Act and the Pennsylvania Human Relations Act), veteran status, gender or sexual orientation, gender identity or expression, marital or familial status, genetic information, and any other characteristic protected by law. We value and encourage all qualified applicants to apply, including Black, Indigenous, and People of Color; members of the LGBTQ+ community; veterans; people with disabilities; and people who have been formerly incarcerated. Studies have shown that women and people of color are less likely to apply for opportunities when they don’t feel fully qualified. We are most interested in finding the best candidate, and that candidate may come from a less traditional background. We would encourage you to submit your interest.

Qualifications

Administrative Coordinator

Class: Part-time, non-exempt

(Anticipated work schedule of ~5 hours per day for 25 hours total per week)

Reports to: Director of Operations

Location: Spring Mills, PA (not remote)

Primary Duties & Responsibilities:

• Office Environment and Administrative Support (65%)
• Serves as the primary point of contact for mail, phone, fax, and general email communications.
• Maintains, updates and distributes the employee phone list and phone answering schedule; conducts phone training.
• Process all incoming and outgoing mailing and print requests for all departments, including international mailings.
• Ensure a fully equipped physical and virtual office space by maintaining necessary quantities of office supplies, postage, and equipment maintenance.
• Support office equipment contract and agreement process; ensure operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories, and evaluating new equipment to produce user guides.
• Implement and recommend ideas and concepts for continuous process improvement from a customer and business perspective.
• Provides administrative, data entry, and mail request support to all PCO Departments.
• Respond to customer service requests, as applicable.
• Assists with data entry within a complex, proprietary database; completes data entry for incoming applications, annual update paperwork, and related documentation for the certification department.
• Assist with all-staff communications.

Financial planning and management (15%)

• Receive customer payments via phone
• Receive check transactions in Quickbooks.
• Assist the accounting department with compliance-related phone calls.
• Manage petty cash, ensuring accurate tracking and submission of scanned receipts to the Staff Accountant.

Information Technology (15%)

• Finalize and maintain all controlled documents, ensuring accuracy, accessibility, and consistent formatting.
• Ensure that controlled documents are stored, protected, and retained according to relevant regulatory and/or legal requirements.
• Manage archive retrieval and destruction of electronic and hardcopy records.
• Assist with the development and implementation of technology systems and programs to perform certification services and business operations in a cost-effective, timely manner.
• Serve as the primary liaison with external IT Managed Services Provider to support IT infrastructure
• Participate in testing and implementation of new software.
• Provide recommendations and continuously look for ways to improve performance, efficiency, and effectiveness of all technology systems and IT best practice policies and procedures.

Other (5%)

• Serve as a representative of PCO in relevant industry areas as appropriate and role modeling diversity, equity, and inclusion.
• Any other task relevant to these duties or the mission of the organization as assigned by the supervisor or Executive Director

Job Requirements

Position

• Associate Degree, 2 years experience as an administrative assistant, administrative support, customer service role; or equivalent combination of education and experience.
• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly and with excellent attention to detail for multiple departments.
• Strong attention to detail, including the ability to follow instruction as well as take initiative.
• Communicate effectively with diverse audiences
• Highest level of discretion in the management of confidential information.
• Highly competent with phone system coordination, client relations, team calendar management, event planning, and database navigation.

General

• Proactively identify workflow efficiencies and suggest solutions to relevant stakeholders
• Comfortable taking initiative, anticipating needs, and resolving issues without direction.
• Manage multiple priorities and perform within deadlines.
• Excellent communication, writing, editing, and interpersonal skills.
• Minimal supervision while understanding the necessity for communicating and coordinating work efforts with others.
• Must be able to develop a work plan and perform in a team environment.
• Computer proficiency: word processing, document management, spreadsheets, internet research, databases, google docs, conferencing tools.
• Basic familiarity with accounting software.
• Perform work with utmost honesty and integrity. Understands and appreciates the importance of extraordinary customer service.
• Dedicated to PCO’s mission and core values.

Physical Requirements / Working Conditions:

• The bullet points below are representative of the physical demands and working environment that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made for individuals with disabilities to perform the essential job functions.
• Standard / Remote office setting; proximity to office equipment that includes electronic devices.
• Must remain at a workstation for at least 75% of the time; will need to use equipment that includes electronic devices.
• Perceive and interact with text, media, and people.
• Communicate and accurately exchange information with text, media, and people.
• Must be able to lift up to 50 lbs.
• Minimal travel by car to and from the PCO office and other local destinations.
• May be required to ambulate long distances at event venues, conference and training locations, and/or other relevant sites.

This job description in no way states or implies that these are the only duties to be performed by an employee occupying this position. Employees may be required to perform other related duties as assigned, to ensure workload coverage. Employees are required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor. This job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as organizational needs and requirements of the job change.