List of work we do

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Please think back over the last few weeks about all the various tasks you do here at Free Geek. We want to get a complete list of all the work that is being done (and should be being done) here.

We already know what is listed in people's job descriptions. (You can see most of them here: Job Descriptions.) We don't need you to write down what is already in your job description, but what else do you do around here? Please edit your section below and create a list of things you do.

One more thing: There are certainly a few things that should be getting done, but aren't. Perhaps they are things that we once did and have set aside. If you can think of something that just isn't getting done, go ahead and stick that in the first section (Stuff nobody does).

This list is re-organized into Job Roles at Free Geek.

Stuff NOBODY does

(Put items here if you think nobody actually does them, but they need to be done.)

Dealing with shared space

• Deep cleaning, e.g. cleaning "party"
• Regular cleaning: taking out the compost, the garbage and the recycling
• Painting party (ask Hands-On Portland, who would coordinate/work weekend?)
• organizing supplies
• dishes
• clean staff & volunteer refrigerators
• keep meeting room clean

Inter-Committee Issues

• overseeing inter-committee issues and identifying what slips through the cracks

PR / Community Relations

• creating community partners
• maintaining relationships with reuse, recycling, FOSS, and Education communities

Fundraising and Grant writing

• fund raising and grant writing

Soliciting gizmo donations

• soliciting donations

Employee appreciation

• organizing employee appreciation: birthday cards, goodbye presents, reunions, etc.

Somewhere

• keep up with our accounts filing (A/P, A/R, insurance, taxes, etc.)
• audits/checks up on the borrow book
• check on computer lab usage/login sheets for computer lab
• supply check and supply run (Liane actually does this, but she doesn't have a car, so we should get someone else to pitch in)
• museum maintenance
• oversee and develop security policies (data, safety, theft, etc.)

Andrew

• Non-profit Apprenticeship
• Front/Donations desk: Help train interns

Caitlin

• Reuse Program Coordinator
• event planning and floor work
• organized staff retreat and all-staff meeting
• organization-wide volunteer appreciation projects (geek love notes, star volunteers, volunteer rewards, etc)
• Volunteer Accessibility work
• Coordinate some Volunteer Policy and procedure work
• Work/ed on volunteer orientation process and documentation (organization wide + Build specific)
• Coordinate and facilitate build Instructor trainings
• Created application process for Post-Build areas
• MacBuild program co-coordination
• MacBuild floor shift
• union contract negotiator for Collective
• served on hiring committees
• act as mediator (formally and informally)
• putting out fires and answering general questions (outside the Build Room)
• press release coordinator (not active)
• social media coordinator
• coordinate some employment appreciation: birthday cards, goodbye present, etc.
• attend some board meetings
• attend some council meetings
• school community service contact
• backup court community service contact
• production flow coordination not relating to the Build Program
• Education projects
• Coordination with Tech Support
• check signer/credit card holder/online ordering
• 1 closing shift/week
• backup: Free Computers
• reading meeting minutes for all committees
• cleaning mouse poo
• occasional tours
• occasional organizing projects

Cliff

• Warehouse Coordinator
• Advanced Test = Advanced Testing Instructor Responsibilities
• Space Cadets
• Recycling Signage & forms
• Tools = maintain tools & kits for all of FG, not just Recycling
• Inventory

Darryl

• Recycling Program Coordinator 2
• Front Desk Shift - mostly donor desk
• Bookkeeping - data entry
• Facilities - keep on top of HVAC, Electrical, plumbing, walls, doors/locks, baths, etc
• Printers - 2 shifts, mostly coordinate/triage, recycle, not much testing

Dave

• Serving on Hiring Committees
• Serving as Ombudsman
• Coordinating NPAs
• Liaison for the City of Portland ( submitting reports every six months )
• Liaison for Multnomah County
• Serving on the Advisory Committee for Oregon Ecycles
• Serving as Liaison for Oregon Ecycles
• Integrating requested changes into the schedule
• Scheduling Vacations
• Finding subs and schedule wrangling when people are sick or late
• Brainstorming and strategic planning for new positions at Free Geek
• Giving away Free Computers
• Attend council meetings
• Signing contracts
• Alarm wrangling

eBeth

• Advanced Testing Coordinator
• Floating and stocking (includes making sure breaks are covered in Receiving, Front Desk and Thrift Store)
• A weekly shift in Pre-Build
• Website editing
• Laptop inventory
• Managing Production Intern(s), currently just cell phone flow.
• Answer emails (and some calls) from staff and volunteers working in Advanced Testing, Laptops, Spanish Build
• Read meeting minutes related to my work
• Union contract negotiation meetings

Elizabeth WT

• Temporary Hardware Grants Coordinator

Ian

• Ian Job Description
• Prebuild - 4 hours per week
• Union contract negotiation meetings

Jahsie

• Non-profit Apprenticeship

Jake

• Jake Job Description

Jessica

• Non-profit Apprenticeship

John

• Non-profit Apprenticeship Substitute

Laurel

I am including some things I did only once as an example of items that come up and need to be done.

• Education Coordinator
• Front desk shifts and fill-in
• Receiving shifts
• Administer our health insurance plans (sign people up, track costs, coordinate with our broker when questions arise, coordinate renewal period, cancel health insurance when people leave, administer COBRA option)
• Link new hires up with our financial advisor through VALIC (this has recently expanded to include educational materials on plans)
• Coordinate volunteer internship program
• Serve as periodic Ombudsman
• Attend board meetings
• Attend council meetings
• Participate in accessibility work group
• Participate in hiring committees, conduct interviews, write interview questions, be aware of legal issues surrounding hirings
• Serve as in-house mediator
• Participate in resolution committee(s)
• Plan a retreat (did this once with Richard)
• Plan events (BBQs, holiday parties, volunteer appreciation)
• Attend tabling events
• Update the website
• Coordinate ordering and organizing of schwag
• Coordinate tabling events
• Coordinate yearly Chinook book coupon
• Hire cleaning company
• Complete tax information with new hires
• Create orientation and exit check lists for new/outgoing employees
• Write OFLA documents for workers requesting and taking leave
• Close Free Geek once per week

Leah

• Leah Job Description
• Edit and maintain the Website, especially the store section
• Attend and actively participate in sales and production meetings
• Thrift Store internships - keep track of current intern schedules, advertise for new interns when needed, interview, orient and train new interns
• Maintain clear communication flow between Thrift Store and multiple areas - Build, Advanced Testing, and Tech Support especially
• Check rootmail and weed out spam vs. important emails
• Attend technocrats meetings
• This one is a clarification, my current job description states: "channel customer complaints to proper avenues" That should really read: deal with customer complaints, resolve situations where possible, judge when it's necessary to call in an ombudsman.
• Keep aware of thefts in the store, report any cases to crimes queue

Liane

• Recycling Program Coordinator 1
• supply check and supply run
• grants
• front desk shift
• receiving shift
• organizing group tours and volunteering
• audits
  • BAN, OR e-cycles, have been audited by potential donors
• reports
  • monthly OR e-cycles, yearly DEQ
• answering info & volunteer @ email
• reconciling accounts and settlement reports from our recycling vendors
• check signer
• hiring
• HR committee member(don't do much, though)
• answering lots of questions not necessarily related to recycling
• clean compost bucket
• worked on getting on street bike parking to almost installation (neighbor objected, so it didn't work out)
• before the NPAs started rocking it, I would frequently clean up speaker and keyboard areas, especially to provide speakers for adoption
• some work with Printer wholesale buyers (explaining process, paper work)

Liliana

• Non-profit Apprenticeship

Meredith

• Reuse Program Coordinator
• Participate/keep up with/make blogs for ReUse PDX
• Planning & facilitating Build instructor training
• Education projects
• Tracking Adoption & Build survey data (although this is not happening so much now)
• Point person for the library
• Writing thank-you notes for monetary donations
• Free Computers!
• 8 hours/week in Tech Support
• Was working 4 hours/week in Advanced Testing, will probably work there again
• Finding and contacting outside facilitator for mediation
• Finding and contacting outside facilitator & organizational development groups for help with revamping our structure
• LEP high school intern contact
• Event work:
  • Helping with 10th anniversary party
  • Co-organizing the BBQ
  • Co-organizing the retreat
• HR work:
  • Facilitating hiring process
  • Ombudsman
  • Facilitating reviews
• Cleaning mouse poo
• Closing
• Culling systems in the warehouse when overflowing

Michael

• Bookkeeper and Internal Tech Support
• Accounts Wrangler
• Beancounting (check tills from previous day, correct till worksheets, find sources of errors, provide feedback to cashiers, prepare new tills)
• Books data entry, including dailies, invoice payments received and sent, purchases, online sales and donations data, accounts payable and receivable.
• Oversight of other staff doing bookkeeping and beancounting
• Reconciling the safe (weekly) the bank accounts (monthly)
• Bank runs
• Seek and correct erroneous entries in books.
• Improve organization and breakdown of accounts in books
• Closing the books on a monthly and annual basis, verifying with other staff that all expenses and income have been properly recorded
• preparation of data for taxes and incorporate feedback from tax preparers.
• Inventory, supervise counting, combine numbers, check against database, find sources of errors, correct database as necessary, provide feedback.
• participate in beancounter meetings
• data and network security policy development, especially as concerns pci compliance.
• Set up network scans for pci compliance.
• Provide tech support to staff and volunteers regarding Free Geek's internal infrastructure, handing off to others as necessary, occasionally provide feedback in build or elsewhere as needed.
• Prebuild, teach, oversee interns
• When necessary, intercept and calm angry customers, tech support clients, volunteers
• Help in receiving as necessary
• Help at front desk as necessary

Mike

• Temporary Thrift Store Sales Job Description

Paco

• Francisco Job Description
• I run "The Safari" Thanks Tony
• Training Interns (G-mo)
• Mac Shift
• Store Admin (store improvements)

Paul

• Technical Support Coordinator
• Answering phone queries about the thrift store

Renee

• Renee Job Description
• Spanish Build: Work with a committee to develop, implement, maintain and evaluate a Spanish language Build program.
• Spanish Build: Co-coordinate the Spanish Build program.
• Front Desk: Participate in the Front Desk committee.
• Front Desk: Look for ways to improve functionality at the Front Desk.
• Recycling: Staff recycling, assist volunteers, make sure Gaylords and boxes are emptied/switched, communicate with other Recycling staff regarding daily chores.
• Attend Council Meetings (sometimes).

Richard

• That Man Behind the Curtain
• Monitor all email lists for spam, etc.
• Talk to people wanting to start potential Free Geeks
• HR Activities in general:
  • Reviews
  • Volunteer Issues
  • Compliance with relevant laws
  • Retirement account work (benefits)
  • Hiring
  • Reports to Bureau of Labor
  • Review and respond to claims from Employment Department
  • Serving as Ombudsman
  • Workers Comp claims paperwork
  • Unemployment claims paperwork
• Liaison with Board
• Liaison with Council
• Liaison with Other Free Geeks
• Database development project management and specifications clarification
• Phone setup, etc.
• Signing contracts (and reading them)
• Some of the key wrangling
• Historical research of policies and practices and such
• Giving tours to out of town visitors
• Dealing with the police regarding crimes
• Route mail to appropriate people
• Point person for insurance audits
• Respond to security alarms (real and false)
• Unlock front door most mornings
• Coordinating NPAs
• Strategic planning
• Union contract negotiator for Collective
• Space Cadets

Ryan

• FGdb Coder and System Administrator

Santiago

Santiago works in Online Sales, Advanced Testing, and completes some Special Projects as they come up.

Responsibilities

Online Sales

   * Locate items within Free Geek, test, and prepare them for online sales
   * Coordinate with volunteers to develop and enact new testing procedures
   * Research market trends to maximize sales of gizmos
   * Participate in relevant committees
   * Research new avenues of online sales, including potential vendors 
   * Buying stuff needed for some lap top repairs.

Required Skills

   * Interest in and aptitude for online sales
   * Familiarity with computer components and their market value
   * Trustworthy and able to work unsupervised 
   * Patient to deal with cisco fanatics

Advanced Testing

   * Triage and test incoming hardware
   * Teach advanced testing procedures to new volunteers
   * Document advanced testing procedures for new volunteers
   * Possibly create and document new tests for odd gizmos 

Special Projects and others

   * Assists with special projects (testing, construction, maintenance) from time to time. 
   * Develop and create extravaganza machinery for different process.

Serge

• MacBuild
  • Co-coordinator
  • Three floor shifts
  • Develop MacBuild processes and documentation
• Advanced Testing
  • Two floor shifts
  • Develop A/T infrastructure and processes
• Laptops
  • One floor shift
• Pickups
  • Coordinator
  • One floor shift
  • Phone/email tag potential donors
  • Scheduling pickups
  • NPA wrangling
  • Negotiation with potential ongoing org donors
  • Loading and (sometimes) unloading
  • Invoicing/providing receipts to donors
  • Fueling the truck
• Collective liason for thrift store/sales
• Procurement/ordering supplies
• Equipment rentals for art production
• Contact for bulk buyers
• Permafloatation
• Crimefighting
  • Setting things up to catch criminals in the act
  • Evidence/witness accounts
  • Talking to PPD
• Close 2x / week
• Free computers
• Truck dropoffs
• Mac tech support
• Helper monkey

Vagrant

• System Administrator
• Union contract negotiation meetings
• random checks of hard drive trays in system evaluation
• propagation/intergalactic (infrequently)
• distro packaging and maintenance
• coordinate with hardware grants
  • servers
  • off-beat architectures
• these could in theory fit within job description, but may warrant explicit mention:
  • camera infrastructure
  • server build
  • network/phone cabling
  • off-hours sysadmin/networking/cabling events

Valerie

• Office Coordinator
• Serve as court-mandated community service liaison with Washington, Multnomah and other counties
• Enter payroll, reconcile payroll reports, ensure employee hours are being logged regularly
• Beancounter
• Serve as ombudsman
• Assist with new hires: dancecard items
• Perform duties necessary for HR committee
• Perform duties necessary for Inreach committee
• Look at income trends at the Donor Desk
• Organize some employee-appreciation events (going away parties, retirement party)
• Empty the Free Box and take contents to Goodwill
• Answer general questions via telephone and in-person re: what Free Geek is/what Free Geek does/what Free Geek can/cannot accept as donations
• Serve as volunteer orientation tour guide 1x per week
• Substitute as closer, when needed
• Attend some Board and Council meetings
• Serve as point-person for volunteer injury reportings
• Serve as point-person for worker's comp reportings
• dishes (when possible)
• clean staff & volunteer refrigerators (when possible)
• clean/straighten meeting room (when possible)
• investment commmittee
• Retirement Plan details/compliance
• Assist with some aspects of retreat planning
• Project manager for filing of Form 5500 & Form 990
• Provide training for orientation tour guides (when needed)