Certification Operations Assistant Job 2024 Full Time

Who we are: CCOF advances organic agriculture for a healthy world. We advocate on behalf of our members for organic policies, support the growth of organic through education and grants, and provide organic certification that is personal and accessible.

CCOF is a nonprofit organization governed by the people who grow and make our food. Founded in California 50 years ago, our roots now span the breadth of North America, and our presence is internationally recognized. We are supported by an organic family of farmers, ranchers, processors, retailers, consumers, and policymakers. Together, we work to realize a future where organic is the norm.

Position Summary:

CCOF is seeking a well-organized and detailed oriented Certification Operations Assistant who works on a team to complete a wide range of administrative tasks associated with the certification of organic food. Duties performed are essential to the organic certification process and include direct communication with members and new clients, significant and detailed data entry, and administrative support for Certification staff in a busy and growing field.

The ideal candidate will have a high level of integrity and a deep passion for our mission to advance organic agriculture for a healthy world and be enthusiastic about customer service and proficient with data entry. You will share our commitment to equity and inclusivity.

This is a full-time, salary non-exempt position that reports to the Certification Operations Team Leader. This is a California-based remote position. We will also consider candidates who would like to work in our Santa Cruz, CA office.

Essential Responsibilities:

• Work daily in a proprietary database to complete an array of data entry tasks for a variety of client submissions, ensuring that database records are accurate, consistent, and current.

• Support CCOF members by providing high-quality customer service via phone and email correspondence regarding general questions and client portal assistance.

• Independently manage workload to ensure timely completion of tasks to meet deadlines and support team goals. Complete quality and quantity of work on par with other Certification Operations Assistants of similar tenure.

• Conduct peer-to-peer training and follow-up for new team members to ensure that they are proficient in their responsibilities, work efficiently, and effectively contribute to the team’s success.

Specific Duties:

• Work daily in a shared email inbox to upload client submissions into the database, process and assign workload to Certification staff, including rush and expedited requests (high priority submissions with short turnaround timelines). Complete data entry intake for various client updates such as transitional/organic parcel status changes, parcel and product additions, renewals, surrenders, and other updates.

• Respond to general inquiries from CCOF members and provide excellent customer service for incoming phone calls and email inquiries. Transfer calls to appropriate staff in a timely and courteous manner.

• Assist the Front Desk, Accounting, and New Applicant Support teams by answering questions regarding client submissions and communications.

• Process new client applications including completing data entry intake, processing payments, and following up with applicants.

• Process inspection report documents and assign inspection reports for review.

• Process Export Certificate and NOP Import Certificate requests and answer client questions.

• Complete special projects, update work instructions, and demonstrate initiative to improve administrative system efficiencies.

• Attend and contribute to biweekly Certification Operations Team meetings and recurring staff meetings. Monitor internal communications to maintain knowledge of current topics, updates, and announcements.

Required Qualifications:

• Critical thinking skills to independently navigate unfamiliar situations and use available resources to problem-solve if need be. Ability to ask for help when needed.

• Highly organized, motivated, and detail oriented. Capacity to organize, prioritize, monitor, plan, and follow through on tasks with competing deadlines while maintaining quality. Ability to notice and fix errors that others might overlook (because no one is perfect) and turn them into learning opportunities. Demonstrate drive and determination to complete repetitive tasks and goals throughout the workday.

• Clear, precise, compassionate written and verbal communication. Ability to communicate clearly on behalf of the organization and provide excellent customer service. Communicate well with others, including sharing context and asking questions to understand others’ perspectives. Provide feedback on any issues related to incorrect data or other database issues.

• Proficient typing skills. Ability to perform large quantities of data entry for extended periods of time with accuracy and efficiency.

• Computer proficiency in word processing, formatting, spreadsheets, databases, and email.

Desired Qualifications:

• Strong written and verbal skills to communicate effectively in Spanish with CCOF clients in the US and Mexico.

• Experience working with Word, Excel, Outlook, and Teams in Microsoft Suite and Adobe Acrobat.

• Alignment with CCOF’s mission to advance organic agriculture for a healthy world.

• Knowledge and commitment to Diversity, Equity, and Inclusion (DEI) principles. Comfortable engaging in discussions about race, ethnicity, sexual orientation, class, ability, or gender and the ways our identities shape our workplace experiences. Understands the historical context for inequities and its present-day implications.

• Experience working remotely with in-office and remote teams.

Physical Requirements:

• Prolonged periods of sitting and/or standing at a desk and working on a computer.

• 8-hour regular workday schedule that falls within CCOF business hours (Monday through Friday from 8:00 am – 5:00 pm Pacific Time).

Other duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. Training will be provided for additional responsibilities.

Compensation: CCOF takes pride in offering competitive pay and benefits such as superb health plans, 401(k) program, and generous sick/personal and vacation time. The Certification Operations Assistant’s salary will be $50,000 annually and will depend on qualifications and experience.

Hiring Process: Applications will be accepted until the position is filled. Interested applicants, please submit the following documents:

• Cover letter summarizing your interest in CCOF and the position, and qualifications
• Current resume
• List of three professional references

Incomplete applications will not be considered. No phone calls, please. Only short-listed candidates will be contacted. Thank you for your interest.

CCOF is an equal opportunity employer. We encourage people with diverse backgrounds and experience to apply.

Inclusivity is a core value at CCOF. We are passionate about building and sustaining an inclusive and equitable work and learning environment for all employees. We believe every member of our team enriches our diversity by exposing us to a broad range of ways to understand and engage with the world, identify challenges, and to discover, design and deliver solutions.