Bilingual Certifications Operations Assistant

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 over 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 bilingual Certification Operations Assistant to join a dynamic and collaborative team that performs a wide range of administrative and customer service tasks associated with CCOF’s certification programs. Duties performed are essential to the certification process and include direct communication with current and new clients, substantial 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. Candidates must be enthusiastic about customer service and proficient with data entry.

This is a full-time, salary non-exempt status position reporting to the Certification Operations Supervisor or Team Lead. This is a remote position based in the United States Pacific Time Zone.

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 clients by providing high-quality customer service in both Spanish and English via phone and email correspondence regarding general questions and client online 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 and work efficiently and effectively to contribute to the team's success.

Specific Duties

• Work daily in a shared email inbox to upload client submissions into the database, process them, and assign workload to Certification staff, including rush and expedited requests (high priority submissions with short turnaround timelines). Complete data entry for various client updates such as transitional/organic parcel status changes, parcel and product additions, renewals, surrenders, and other updates.
• Process new client applications including completing data entry, processing payments, and following up with applicants.
• Respond to general inquiries from CCOF clients in both Spanish and English and provide excellent customer service for incoming phone calls and email inquiries. Accept and transfer calls to appropriate staff in a timely and courteous manner.
• Assist the Front Desk, Accounting, New Applicant Support, and Certification staff by answering questions regarding client submissions and communications.
• Process inspection report documents and assign inspection reports for review.
• Process Export Certificate and NOP Import Certificate requests and answer client questions.
• Support team workload by completing special projects, updating work instructions, and demonstrating 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.
• Provide Spanish translations for team members and team resources (e.g., email templates and signatures, Certification Operations internal procedures, contextual explanations, and refine email drafts following initial machine translation). Review translated materials to ensure accuracy, appropriate tone, and technical correctness. Support special projects and participate in Spanish Services meetings as needed.

Required Qualifications:

• Bilingual proficiency in both English and Spanish extending to written and spoken communication for Spanish speaking audiences including clients in the US and Mexico. Ability to write and understand complex communications and have challenging conversations in both languages. 
• Commitment to anti-discrimination and employee well-being. Ability to collaborate effectively with individuals from different backgrounds, demographics, and communication styles to foster a respectful, inclusive, and professional work environment.
• Critical thinking skills to independently navigate unfamiliar situations and use available resources to solve problems. Ability to adapt to change while working effectively within a team, managing shifting priorities and remaining open to new ideas. Able to ask for help when needed.
• Highly organized, motivated, detail-oriented, and with strong time management skills. Capacity to prioritize and follow through on tasks with competing deadlines while maintaining quality. Ability to multitask and manage interruptions throughout the day.
• Professionalism in customer service. Displays a courteous, helpful attitude at all times when interacting with clients. This includes being patient and respectful, taking the time to actively listen to clients’ needs and concerns, and responding thoughtfully and appropriately. Ability to ease the concerns of upset or anxious clients by de-escalating tense situations.
• Team Collaboration. Actively contributes to team success by completing tasks, meeting goals, and supporting project outcomes. Demonstrates respectful collaboration by actively listening to colleagues, valuing different ideas, and seeking opportunities to improve processes. Understands that their team’s success is their own success, and they share responsibility when their team experiences difficulties along the way. Ability to provide and receive constructive feedback.
• Proficient typing skills. Ability to perform large quantities of data entry for extended periods of time with accuracy and efficiency. Must demonstrate drive and determination to complete repetitive tasks. Notice and fix errors that others might overlook (because no one is perfect) and turn them into learning opportunities.
• Proficient computer skills including Microsoft Outlook, Word, Teams, Excel, and Adobe Acrobat. Aptitude for learning new software and/or databases. Ability to maintain accurate database records and to create documents and spreadsheets.

Desired Qualifications:

• 1-3 years of experience in an applicable field gained through work or volunteer positions.
• Project management. Experience planning, coordinating, executing, and finishing single-scope projects.
• Knowledge and commitment to the principles of anti-discrimination. A willingness to engage in discussions about race, ethnicity, sexual orientation, class, ability, or gender and the ways our identities shape our workplace experiences.
• Experience working remotely and/or collaborating effectively with remote teams.
• Experience working in complex database programs (i.e., Intact Platform).
• Commitment to CCOF’s mission to advance organic agriculture for a healthy world.

Supervisory Responsibilities or Key Relationships:

• This role does not have any supervisory responsibilities.

Physical Requirements:

• Prolonged periods of sitting and/or standing at a desk and working on a computer.
• Regular 8‑hour workday scheduled within the Pacific Time Zone. CCOF business hours are 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 bilingual Certification Operations Assistant’s starting annual salary will be $50,479 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 prioritize community, well-being, and belonging, ensuring that everyone has a chance to contribute, develop and succeed. We encourage people with various talents and experience to apply.

Community-building is a core value at CCOF. We are passionate about cultivating and sustaining a work environment where all employees can thrive. We believe every member of our team enriches our culture by exposing us to a broad range of ways to understand and engage with the world.