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.

Programs

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

Administrative Services

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.)

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