Job Roles at Free Geek

Each role is a logical collection of job tasks performed by staff.

Job descriptions will be collections of these roles. Some roles will be performed by groups of people (for example, members of a committee or workers in a specific worker category). If a role is expected to be shared among multiple people, it is marked with an (S).

These are organized in a more or less logical way at this point, but that's only so we can find each role easily. How these actually get organized in the real world is still an open question.

Widely Shared Roles

Roles listed in this area will be included in several or all job descriptions. Better to put common responsibilities here than have duplication across many roles.

Coordinator/Manager (S)

This is for people who coordinate a major area of Free Geek.

Another (currently unnamed) big picture role

This could encompass stuff currently listed in "Structural Administration" under "Administrative Services: Administration, Inward"

Everyone (S)

This is for everyone who works at Free Geek.

Programs

Education and Job Training

Education

• education projects x2
• create classes
• document educational aspects of FG including classes
• work with other collective members to improve education aspect of the various volunteer programs
• teach the adoption class in Spanish as needed

Receiving and Pickups

Nonprofit Apprentice

• coordinate NPAs x2
• clean up speaker and keyboard areas, especially provide speakers for ...
• undergo intensive initial training
• training your replacement at the end of your apprenticeship
• teach adoption volunteers basic intake procedures
• manage the flow of gizmos through the hardware donations receiving area
• improve item flow
• sub for NPA shifts
• NPA projects (varies widely)

Pickups

• coordinate pickups
• phone/email tag potential donors
• NPA wrangling for pickups
• scheduling pickups
• invoicing/providing receipts to donors
• pickup shifts
• loading and (sometimes) unloading truck
• heavy lifting

Receiving

• receiving shifts x3
• welcome donors and help them unload their hardware donations
• coordinate and train volunteers, help donors, categorize donations

Reuse (Production)

Build

• refine build and quality control procedures
• ensure a steady supply of completed systems for Free Geek programs
• teach and recruit volunteer instructors for build workshops
• recruit quality volunteers for advanced testing, laptop build, mac build, and enterprise (server) build
• coordinate with tech support and sales for build
• planning and facilitating build instructor training
• culling systems in the warehouse when overflowing
• teach build workshops when volunteer instructors are absent
• keep build related documentation up to date as the build processes change
• keep an eye on supplies and determine what to build in any given shift
• keep the build area orderly and stocked withs needed computer components

Sales

Sales Oversight

• develop clear documentation, policies & procedures for the thrift store and sales
• maximize income for Free Geek while not compromising Free Geek's culture or values
• help develop sales growth plan
• research market trends to maximize sales of gizmos

Thrift Store

• deal with customer complaints
• locate and prepare items for the thrift store
• maintain shelf organization and stocking
• price, shelve, and organize merchandise
• process, price, and shelve incoming products
• help keep thrift store in line with Free Geek philosophy
• cleaning and maintenance of the store
• evaluate existing thrift store layout and suggest & implement improvements
• development of thrift store policies and procedures
• ensure consistent pricing
• effectively communicate store policies to customers
• research current value of equipment for resale (work with sales coordinator)
• handle cash and credit sales, close out till at the end of the day
• training of store staff and volunteers
• provide a safe and welcoming retail environment to customers of all abilities/experience ...
• pro-actively communicate with Free Geek staff and volunteers, especially those involved in testing, production, and tech support about needs of the thrift store
• run the till, make sales, answer customers' questions, channel customer complaints to proper avenues
• maintain current knowledge of market prices for store items, and work to ensure pricing consistency amongst all staff & volunteers

Store Administration

• keep track of current thrift store intern schedules, advertise for new interns when needed, interview, orient and train new interns
• store improvements
• collective liaison for thrift store/sales
• attend and actively participate in sales and production meetings
• edit and maintain the website, especially the store section
• maintain clear communication flow between thrift store and multiple areas: build, advanced testing, and tech support especially

Bulk and Miscellaneous Sales

• some work with printer wholesale buyers (explaining process, paperwork)
• contact for bulk buyers
• equipment rentals for art production
• run the "safari"

Online Sales

• research new avenues of online sales, including potential vendors
• locate items within Free Geek, test, and prepare them for online sales
• prepare and sell items online in accordance with online sales process
• support other online sales staff to communicate area status and needs to production committee

Tech Support

Tech Support

• tech support shifts
• internal tech support (see IT in admin section)
• mac tech support
• improve and maintain tech support policies in line with FG philosophy and capabilities
• perform tech support services alongside or in absence of volunteer interns (eg answer the phones, assist walk-ins, maintain correspondence ...)
• help with tech problems in classroom
• maintain documentation for tech support
• oversee tech support in order to integrate it with the rest of the organization
• coordinate tech support volunteer interns, provide training, feedback, and volunteer appreciation to improve retention
• communicate regularly with production staff to help identify and solve problems with our computers
• work with the education coordinator to improve educational opportunities to ease the burden on tech support
• advocate for tech support's needs to staff collective
• provide excellent customer service
• imporve issue management and tracking systems and procedures

Volunteer Programs

Volunteer Coordination in General

• coordinate group volunteering
• perform duties necessary to inreach committee
• coordinate some volunteer policy and procedure work
• work on volunteer orientation process and documentation (organization wide and build specific)
• organization-wide volunteer appreciation projects (geek love notes, star volunteers, volunteer rewards, etc)
• tracking adoption and build survey data (although this is not happening so much right now)

Community Service Volunteers

• backup court community service volunteer contact
• serve as court-mandated community service liaison with Washington, Multnomah, and other counties
• school community service contact

Volunteer Appreciation Events

• plan events (BBQs, holiday parties, volunteer appreciation)
• event planning and floor work
• co-organizing the BBQ
• helping with 10th anniversary party

Accessibility

• volunteer accessibility work
• participate in accessibility work group

Volunteer Internships

• coordinate volunteer internship program
• internship recruitment
• SMS, work study, etc., oversight
• explore relationships with colleges and technical schools to recruit new tech support volunteer interns
• LEP high school intern contact
• help train front desk interns
• training sales interns
• coordinate and facilitate build instructor trainings
• work with volunteer intern coordinator and reuse coordinators to recruit an ample amount of volunteer interns from inside and outside of the ...
• work for better volunteer teacher retention
• find volunteers to teach classes
• maintain an intern schedule

Volunteer Issues

• serve as ombudsman
• volunteer issues

Volunteer Orientation Tours

• provide training for orientation tour guides (when needed)
• occasional tours
• serve as volunteer orientation tour guide once per week
• organizing group tours and group volunteering
• give tours to potential volunteers
• guide the weekly tour/volunteer orientation in Spanish

Warehouse

Printers

• coordinate/triage/recycle printers (not much testing)
• organize printerland (coordinate with reuse and recycling programs)
• overseeing printerland
• learn printer testing, repair, and disassembly
• evaluate and repair inkjet and laser printers for reuse/resale
• train volunteers, test printers, recycle printers, answer questions, quality control of work
• communicate with production staff in order to adapt to FG's changing needs and improve processes in the printer area
• salvage and evaluate inkjet cartridges and laser printer toner cartridges for reuse/resale. work with re-manufacturers to arrange sale of salvaged ...
• recruit and coordinate volunteers to run the printer repair program
• troubleshooting printer problems for staff and volunteers
• develop and coordinate a training program for volunteers to learn printer evaluation and repair
• teach volunteers how to safely disassemble printers for recycling

Recycling

• staff recycling, assist volunteers, make sure gaylords and boxes are emptied/switched, communicate with other ...
• prioritize recycling tasks
• assist recycling coordinator 1 as needed
• train volunteer workers to perform required recycling tasks
• train volunteer workers in all areas of Free Geek especially recycling
• negotiate with recycling vendors x2
• research and evaluate markets for recycled materials
• research, evaluate, and implement best practices for material recycling
• give tours of recycling to visitors
• record quantity and weight data from vendors for use in monthly/yearly reports
• document processes and procedures of recycling program
• coordinate vendor pickups
• scheduling recycled material pickups with recycling/transportation vendors

Storage and Warehouse Logistics

• coordinate with other departments regarding short and long-term storage of material
• organize recycled materials storage in the warehouse (coordinate with reuse program)
• coordinate with receiving regarding donation flow
• forklift operation
• coordinate with recycling coordinators regarding tool needs, repair, maintenance, supplies
• manage full and empty gaylord storage
• schedule recycled material pickups with recycling/transportation vendors
• pallet jack operation
• truck drop offs
• recycling signage and forms

Other

Advocacy

• serving on the advisory committee for Oregon eCycles
• serving as liaison for Oregon eCycles

Intergalactic

• talk to people wanting to start Free Geeks
• liaison with other Free Geeks
• propagation/intergalactic
• giving tours to out of town visitors

Library and Museum

• point person for the library
• audits/checks up on the borrow book
• check on computer lab usage/login sheets for computer lab
• museum maintenance

Administrative Services

Administrative, Outward

Fielding Inquiries

• answering lots of questions not necessarily related to recycling
• answer general questions via telephone and in person re: what FG is/ what FG does/ what FG can and cannot accept as donations
• check rootmail and weed out spam vs. important emails
• answering info@ volunteer@ emails
• answering phones
• communicate effectively over phone and email
• answering phone queries about the thrift store (while elsewhere)
• learn about FG's programs to accurately field questions
• coordinate message regarding changes in normal operations, e.g. voice mail outgoing message. appropriate signage, email

Front Desk

• look for ways to improve functionality at the front desk
• recruit/supervise/coordinate volunteer front desk interns
• schedule volunteer shifts accurately
• answer a multi-line phone, check & relay messages to appropriate places
• maintain a steady stream of coffee for volunteers
• process till at the end of the day
• perform data entry
• accept & process monetary donations
• look at income trends at the donor desk
• participate in the front desk committee
• front desk shifts x3
• make reminder calls to volunteers for upcoming classes
• print volunteer handouts
• take on additional daily tasks at the front desk as needed
• greet visitors, prioritizing lobby visitors appropriately
• prioritize lobby visitors appropriately

Administrative, Inward

Office Coordination

• keep up with our accounting filing (A/P, A/R, insurance, taxes, etc.)
• route mail to appropriate people
• receive and distribute mail
• check signer
• check signer/debit card holder/online ordering
• organize, maintain, and document a centralized filing system and efficient system for document flow
• extract info from current staff and put into rational transparent system that everyone can understand
• create, document, and maintain timeline for paperwork deadlines
• work with appropriate staff to complete necessary administrative correspondence, including insurance, taxes, payroll, etc.

Scheduling

• finding subs and schedule wrangling when people are sick or late
• scheduling vacations
• integrating requested changes into the schedule

Structural Administration

• liaison with board
• attend some board meetings x2
• overseeing inter-committee issues and identifying what slips through the cracks
• reading minutes for all committees
• strategic planning
• brainstorming and strategic planning for new positions at FG
• finding and contacting outside facilitator and organizational development groups for help with revamping our structure
• organize staff retreat and all-staff meeting
• co-organizing the retreat
• plan a retreat
• assist with some aspects of retreat planning

Financial

Accounting

• redesigning the books/account system
• reconciling accounts and settlement reports from our recycling vendors
• bank runs
• work with other staff in developing and reviewing data entry procedures

Bookkeeping

• data entry (into books) x2
• oversee maintenance of FG's books

Financial Oversight

• oversight of other bookkeeping staff
• oversight of budgeting
• enter payroll, reconcile payroll reports, ensure employee hours are bing logged regularly
• work with other staff in setting up accounts in the books as needed

Till Reconciliation

• beancounting x3
• help with till at donor desk
• correct the books
• reconcile the safe

HR

Benefits

• write OFLA documents for workers requesting and taking leave
• retirement plan details/compliance
• retirement account work
• administer our health insurance (sign people up, track costs, coordinate with our broker when questions arise, coordinate renewal...
• link new hires up with our financial advisor through VALIC. this has recently expanded to include educational materials on plans)

Employee Motivation and Retention

• organize some employee appreciation events (going away parties, retirement party)
• coordinate some employment appreciation: birthday cards, goodbye presents, reunions, etc.
• organizing employment appreciation: birthday cards, goodbye presents, reunions, etc.

HR Document Retention

• unemployment claims paperwork
• workers comp claims paperwork
• review and respond to claims from the employment department
• maintain personnel files

Health and Safety

• health and safety inspection
• health and safety recording
• serve as point person for volunteer injury reporting
• ensure that safety standards and procedures are being followed at all times
• stock and maintain safety station

Hiring

• serve on hiring committees x2
• hiring x2
• facilitating hiring process
• participate in hiring committees, conduct interviews, write interview questions, be aware of legal issues surrounding hiring

Labor Relations

• union contract negotiation meetings
• union negotiator for the collective

Mediation and Conflict Resolution

• act as a mediator (formally and informally)
• serve as an in-house mediator
• finding and contacting outside facilitator for mediation

Performance Reviews and Staff Discipline

• facilitating reviews
• participate in resolution committees

Staff Training, Orientation, and Acculturation

• CPR/First Aid Training
• train volunteers in safety procedures
• safety training
• create orientation and exit check lists for new/outgoing employees
• assist with new hires ("dance card" items)
• complete tax information with new hires

Wages and Salary

• plan compensation philosophy
• calculate costs, build into budget

Information Technology -- IT

Data Security Implementation

• implement data security policy
• maintain and improve systems that protect the customer's private information

Software Development

• distro package maintenance
• database development project management and specifications clarification
• work with the technocrats committee to prioritize FGdb related tasks

Internal Technical Support

• reporting bugs and problems to system administrators

System Administration

• select standard software for internal use
• monitor email all lists for spam, etc.
• go through the tickets already present in our system, helping to fix bugs and implement features where possible, given the amount of time
• set up user accounts and emails, etc.
• upgrade and maintain servers
• coordinate volunteer system administrators
• work with the technocrats to prioritize other system administration tasks
• research of new technologies

Technical Infrastructure

• phone setup, etc
• select phone system
• network & phone cabling
• off hours system admin and cabling parties
• network infrastructure
• other technical systems (phone, credit card machines, etc.)

Legal and Compliance

Compliance

• compliance with relevant HR laws
• develop data entry policies
• signing (and reading contracts) x2
• investment committee (for retirement benefit)
• OSHA compliance
• project manager for filing of form 5500 and form 990
• prepare data for tax and incorporate feedback
• oversee data security policies
• report hours and payroll data to bureau of labor
• be point person for insurance audits
• PCI compliance
• BAN and Oregon eCycles audits
• audits from potential donors
• audits
• reports
• monthly Oregon eCycles, yearly DEQ reports

Operations and Facilities

Cleaning

• hire cleaning company
• deep cleaning (e.g. cleaning "party")
• clean staff and volunteer refrigerators (when possible) x2
• clean/straighten meeting room (when possible)
• keep meeting room clean
• clean compost bucket
• regular cleaning: taking out the compost, the garbage, and recycling
• dishes (when possible) x2
• empty the free box and take contents to goodwill
• occasional organizing projects

Facilities Maintenance and Improvements

• space cadets
• facilities -- keep on top of HVAC, electrical, plumbing, walls, doors/locks, baths, etc.
• painting party (ask Hands-On Portland, who would coordinate/work weekend?)
• worked on getting street bike parking to almost installation (neighbor objected, so it didn't work out)

Fleet Maintenance

• fueling the truck
• daily maintenance of the forklift as needed

Lilvestock

• cleaning mouse poo x2
• mouse funerals
• hiring mouse assassins

Opening and Closing

• closing
• unlock front doors most mornings

Physical Security

• crime fighting
• dealing with the police regarding crimes
• evidence/witness accounts
• keep aware of thefts in the store, report any cases to crimes queue
• security camera infrastructure
• respond to security alarms (real and false)
• alarm wrangling
• some of the key wrangling

Supplies

• supply check and supply run
• procurement/ordering supplies
• organizing supplies
• tools = maintain tools & kits for all of FG, not just recycling

PR and Outreach

Development and Resource Procurement

• liaison for the City of Portland (submitting reports every six weeks)
• writing thank-you notes for monetary donations
• liaison for Multnomah County
• negotiation with potential ongoing organizational donors
• fundraising and grant writing
• soliciting donations

Outreach

• maintaining relationships with reuse, recycling, FOSS, and education communities
• coordinate ordering and organizing of schwag
• participate/keep up with/make blogs for Reuse PDX
• creating community partners
• attend tabling events
• coordinate tabling events
• informational tours

Public Relations

• press release coordinator
• coordinate yearly Chinook Book coupon
• media and advertising

Website and Social Media

• social media coordinator
• website editing
• update the website