Administrative Assistant – Washington State Farmers Market Association – Seattle, WA

Washington State Farmers Market Association (WSFMA) is a statewide membership organization created more than 30 years ago to support and promote vibrant and sustainable farmers markets in Washington State. We provide support and technical assistance to our state’s farmers markets; educate the public on benefits of buying fresh and local farm products directly from the people who grow it; and increase knowledge and understanding of farmers markets’ role in community development, sustainable local agriculture, and access to nutritious food.

The Administrative Assistant position reports to and supports the work of the Food Access Programs Manager, helping to build partnerships that strengthen the connections between farmers markets, service providers and low income communities. The goal of WSFMA Food Access programming is to ensure that farmers markets are welcoming and accessible places to purchase locally grown food for all Washington residents, including the 1.1 million Washingtonians who receive public food assistance benefits. This position also supports WSFMA Membership and Conference programs by providing customer service and communications, membership application, conference registration and payment processing. Work is performed independently with guidance from the WSFMA Staff Administrator. This is a new position.

KEY DUTIES AND RESPONSIBILITIES

Food Access Program Support (20 hours/week year round; additional hours may be required from time-to-time based on project needs)

Provide general office support (phone, voice mail, email, website updates, office equipment troubleshooting, mailings and meeting reminders)
Help keep the office clean and organized
Maintain and update databases, listservs, mailing lists, etc. following office protocols
Develop and maintain Food Access Program electronic and physical filing systems
Assist with all aspects of preparation and follow up for food access meetings, including scheduling and reminders, room set-up, agenda and materials, taking, processing and distributing minutes and other communications.
Process Regional Leads invoices and reports for approval by Food Access Programs Manager; compile and update cumulative reports
Support the organization’s ability to provide technical assistance around food access issues
Organize and publish content for food access newsletter and blog
Monitor and respond to farmers market member’s social media outreach; create and post content on WSFMA social media channels re: member market’s food access efforts.
Develop a system to track and report on member market’s food access efforts (EBT sales, incentive programming distribution, Farmers Market Nutrition Program redemption)
Assist with planning and implementing Food Access Program presence and activities at WSFMA Annual Conference
Perform other related administrative and customer service duties of comparable level/type as assigned

Membership and Conference Support (10 hours/week October – May; additional hours may be required from time-to-time based on project needs)

Process online and hard copy conference registration and membership applications; with guidance from Staff Administrator, independently note, follow up and resolve anomalies and incomplete data; apply membership rubrics to application data and contact members as needed to clarify/explain/resolve, consulting with Staff Administrator as needed on atypical situations
Issue invoices and sales receipts in QuickBooks Online; track payments and outstanding invoices and follow up as needed
Maintain conference registration and membership renewal databases
Assist in creating, editing, updating and implementing outreach and communication materials (website, social media, email, flyers, printed materials, presentations, etc.)
Contribute to research and suggest ideas for process improvements and efficiencies
Assist with conference and membership events and support as needed
Input surveys (online and hard copy); compile and report on survey data
Provide excellent customer service for members, partners and general public; respond to and resolve customer inquiries by phone and email
Update WSFMA listservs and contact databases as needed
Compile, package, mail and track membership and promotional materials
Perform other related administrative and customer service duties of comparable level/type as assigned

REQUIRED QUALIFICATIONS

Minimum 2 years administrative support experience
Strong written and verbal communication skills
Proficiency in Microsoft Office suite, particularly Word and Excel
Experience taking/processing meeting minutes
Experience providing customer service by phone and email
Demonstrated experience working with large spreadsheets and databases
Ability to take initiative and follow up
Ability to work independently and juggle multiple projects at once
Organized and detail oriented
Self-motivated, resourceful, energetic learner
Comfortable working in a dynamic work environment with constantly shifting priorities
Interest/experience with farmers markets, sustainable agriculture and food systems, food access and/or community outreach

DESIRED QUALIFICATIONS

Familiarity with Google Docs, online email and survey platforms, Photoshop and/or WordPress
Light bookkeeping experience; QuickBooks/QBO
Generally good natured and easy-going
Experience with membership organizations and/or community outreach
Experience developing content for social media on behalf of a business or organization
Current driver’s license

WORKING CONDITIONS

Position is funded at 20 hours/week year round plus up to 10 hours/week October – May; additional hours may be required on as-needed basis not to exceed a total of 40 hours/week
Set work schedule TBD: 4 or 5 days per week with hours occurring between 7:00 am and 6:00 pm
Must be able to attend occasional scheduled offsite meetings, which may include overnight travel and farmers market visits

How to apply

Please email a cover letter and resume to jobs@wafarmersmarkets.com by November 1, 2015. Reference the job title “Administrative Assistant” and your name in the subject line.

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