Assistant to the Executive Team

About Us:

The West Virginia Food & Farm Coalition is building the local food and agriculture system in West Virginia in a way that provides viable incomes for farmers and local food businesses and ensures all residents have access to local food. Farmers and local food and agriculture businesses are at the heart and soul of the local food movement; the Coalition seeks to first hear their voices and serve those who are fundamental to building resilient and robust food systems.

Our passionate team collaborates closely with our board, community partners, and stakeholders. Whether we're on farm visits, facilitating community forums, or lobbying with legislators, our work varies from exhilarating field activities to intense proposal writing and reporting, all under tight deadlines and high standards.

Our team operates both remotely and from our Charleston, WV office, maintaining a casual atmosphere and a flexible yet accountable work schedule. Our office is not only relaxed but also dog-friendly, reflecting the supportive and committed nature of our staff and board.

About You:

This position is ideal for you if you:

• Have experience in bookkeeping, budget management, and/or financial report generation.
• Experience in providing administrative support
• Have a background in working with grants and/or grant budgets.
• Enjoy creating calendars, schedules, and agenda and helping staff and leadership meet deadlines.
• Are extremely detail oriented, numerically inclined, and meticulous in work that is imperative to the organization’s health.
• Check your work multiple times before submitting it for review.
• Enjoy shopping for supplies online, arranging travel and accommodations, and booking venues.
• You are good at meeting deadlines.
• Can listen to/read instructions and execute them extremely well.
• You can self-manage your time and workload – this means that you have the ability to develop an understanding of the work that is to be completed and can be self-motivated to complete the work without being instructed to do so.
• Willing to pitch in outside of your area of expertise to keep the work of the Coalition moving forward and can do so in order to support the team with an excellent work ethic.

About the Position:

The position will administratively and fiscally support the executive staff at the West Virginia Food and Farm Coalition. The role is for someone who is truly dedicated to extreme detail and can, over time, learn to anticipate the needs of the administrative team. The position will bookkeep, gather receipts, verify receipts, track contracts, procure necessary supplies and equipment, provide logistics support to the organization in meeting/event planning, and ensure that all files, digital and physical, are organized and filed correctly.

Requirements

Position Responsibilities:

• Fiscal and Bookkeeping 50%
• Enter and appropriately code expenses to the appropriate accounts, cost centers, and funding sources in QuickBooks Online/Monkey Pod (WVFFC will provide training in the exact method of expense tracking)
• Prepare invoices to record revenue and accounts receivable.
• Verify receipt and payment of invoices associated with accounts payable
• Collect and review receipts and expense reports from WVFFC staff
• Collect and review expense reports from sub awardees
• Reconcile staff’s credit card expense reconciliation
• Answer or direct inquiries via email and telephone
• Administrative Support 40%
• Organize and maintain the office filing system.
• Provide executive leadership team with audit assistance; gather necessary account information and documents to perform annual audit.
• Collect and analyze information to draft memorandums of understanding and/or contracts for partners, consultants, and contractors.
• Track the progress of execution for contracts/MOUs between WVFFC and partners or vendors. Ensure executed contracts are appropriately signed and filed.
• Organize meetings, including scheduling, sending reminders, arranging for travel, and organizing catering when necessary.
• Assist staff in event planning, venue rental, logistics, catering.
• Take and decimate notes during meetings
• Complete standardized grant forms
• Provide support in collecting supporting documentation for sub awardees and grantees
• Procurement 10%
• Compile purchase order requests of staff for review and approval
• Place orders for supplies/equipment

Benefits

Benefits Compensation:

• Position is full-time salary exempt at 36 hours per week
• Healthcare Insurance premiums are fully covered for the individual employee
• Access to eye, dental (employer pays half)
• Short-term/long-term disability paid by employer
• Life insurance available paid by employer
• 12 days of sick leave annually.
• 11 Floating Holidays annually
• 22 PTO days are available after 90 days and are prorated for the year based on the date of hire.
• Retirement accounts and matching is available after six months
• The salary for the role is $50,000

How to Apply:

To apply, please follow the link at the bottom of this job description and be ready to provide the following documents combined as a single .pdf file in the following order

1. Resume

2. Two-page cover letter that clearly and succinctly answers the following questions:

• Tell us a little about yourself and your ability to anticipate the needs of co-workers, supervisors, and the organization.
• Tell us about the experience that you have working on fiscally related tasks (If you have any experience working on federal grants related worksheets or forms, be sure to note that)
• Tell us about a time when you found an error in your work. How did it happen? How did you rectify the situation?
• Describe the procedures and/or tools that you use to keep track of tasks that require your attention.
• Tell us about an occasion when your schedule was upset by unforeseen circumstances. How did it make you feel? What actions did you take? How did you handle the situation?

3. Pertinent portfolio items optional

Selection Schedule:

• Initial Interviews will be conducted via phone/teleconference, and will begin immediately for qualified applicants
• Second interviews will be conducted on a rolling basis until the right candidate is identified
• The position will remain open until filled.