BOOKKEEPER
Currently the Bookkeeper works Tuesdays and Thursdays
Hours: 10 hours per week. Remuneration: $20.80 per hour

1. Maintain and improve the accounts system and ensure all invoices, including rent and utilities, are entered in the co-op's computer database upon receipt and paid on time.
2. Reconcile the bank accounts monthly.
3. Ensure that daily till reconciliations are checked and match sales and that the banking is done at least twice a week.
4. Reconcile petty cash weekly or otherwise as required.
5. Ensure that superannuation, PAYG tax, workers' compensation and insurances are paid on time and provide the MC with statements of all these payments quarterly.
6. Ensure all payments for all staff including wages, tax, superannuation, holiday and sick pay and workers' compensation are paid on time.
7. Maintain up-to-date staff files on all timesheets, wage payments, tax instalments, superannuation contributions, leave, holiday and sick pay and employment declaration forms. Complete Payment Summaries and Employers' Reconciliation at the end of each financial year.
8. Complete the Workers' Compensation estimation and declaration of wages each year.
9. Ensure that superannuation and insurance policies are kept up-to-date.
   Prepare and lodge Business Activity Statements (BAS).
10. Liaise with the Auditor and provide all necessary financial documents for the annual audit.
11. Present monthly financial reports to the MC via the Treasurer and undertake other related tasks at the direction of the MC.
12. In collaboration with the Treasurer or the MC's nominee and Coop Coordinator, assist in drawing up a yearly budget and work to this budget.
13. Assist with the preparation of any submissions for funding that may be sought by the co-op.
14. Update Bookkeeper Operating Manual.
15. Ensure backups of the computerised accounting system are made regularly.
    Attend and participate in Staff Meetings.
16. Process new memberships through FileMaker.
17. Work cooperatively in the office with the Co-op Coordinator, the Stock Coordinator (Produce) and the Stock Coordinator (Groceries).
18. Participate in environmental initiatives such as waste, water and energy reduction measures.
    

CO-OP COORDINATOR
Currently the Co-op Coordinator works Monday-Friday
Hours: 30-35 hours per week. Remuneration: $24 per hour

Alfalfa House Objectives

1. Ensure the coordination of the day-to-day running of Alfalfa House in line with the decisions and directions of the Management Committee and in accordance with the Alfalfa House’s objectives, as set out on its website, and its strategic, operational or business plans.
   
2. Actively seek and maintain member participation in the processes and activities of Alfalfa House.
3. Participate in a consensus decision-making workplace.
   
4. Carry out special projects as delegated by the Management Committee.

Human Resources

1. Ensure the coordination of the day-to-day running of the shop by working in consultation with staff and volunteers.
2. Ensure all Alfalfa House policies, procedures and manuals in relation to industrial and workplace issues (e.g. EEO and OH & S) meet legal requirements, are accessible to staff and volunteers and are up-to-date.
3. Maintain confidential staff and volunteer records and files in accordance with Alfalfa House policy and statutory requirements.
4. Ensure the coordination of the employment process by advertising staff vacancies, arranging interviews and participating in selection panels.
5. Facilitate the development of a staff orientation program and ensure all new staff are provided with orientation.
6. Notify the Management Committee when a staff member is due for performance review or requires an exit interview.
7. Ensure that time sheets are completed and correct and that staff leave entitlements do not accrue to a level that places Alfalfa House at risk.
8. Coordinate the updating of staff manuals.
9. Facilitate the development of a program for the recruitment, training and allocation of volunteers, that also records the skills of volunteers and their interests.
10. Ensure all staff and volunteers are aware of and receive training, where necessary, in Occupational Health & Safety, retail health regulations and hygiene standards, including waste management.
11. Recruit volunteers to enhance the work of Alfalfa House.
12. Ensure the continuation of and attend monthly staff meetings and ensure the implementation of staff meeting decisions.
13. Participate in conflict resolution processes as outlined in Alfalfa House policies.
14. Facilitate the identification of skill gaps in the co-op.

Finances

1. Work with the Bookkeeper and the Treasurer as part of the Finance Committee in the preparation of budgets and financial statements.
2. Work with staff to monitor Alfalfa House business and sales records.
3. Participate in budget monitoring and review and ensure that day-to-day expenditure remains within budget.
4. Ensure all debts are paid within appropriate timeframes.
5. Ensure the coordination of the annual stock take.
6. Coordinate the production of the audited financial statements at the end of the financial year.
7. Participate in the production of strategic, operational and business plans.

Communications

1. Facilitate the flow of information within the co-op, amongst staff, MC and membership.
2. Facilitate decision-making and delegation of tasks on a day-to-day basis.
3. Ensure the coordination of, contribute to and assist with the production of Alfalfa House mailouts and newsletters.
4. Ensure the coordination of the updating, maintenance and development of the Alfalfa House website.
5. Ensure that the Alfalfa House rules, aims and objectives, policies and other relevant information and records are available and readily accessible to all members.
6. Ensure the coordination of appropriate signage for the shop.
7. Seek opportunities to promote Alfalfa House in the community.
8. Handle and direct customer enquiries, concerns and complaints and report back to staff and the Management Committee about customer satisfaction and complaints.
9. Prepare written monthly reports and distribute to the Management Committee.
10. Represent Alfalfa House in its dealings with government, statutory authorities and other organisations including but not limited to, the Registry of Cooperatives, the Australian Tax Office.

Association Administration

1. Ensure the implementation of decisions of the Management Committee.
2. Attend monthly Management Committee meetings.
3. Ensure that Alfalfa House meets all government and statutory requirements and abides by its Rules of Incorporation.
4. Ensure Alfalfa House meets all reporting requirements to the Registry of Cooperatives and that information held by the Registry is up-to-date, including the election and resignation of members to the Management Committee.
5. Maintain the membership database, including applications, forfeitures and resignations.
6. Provide orientation to new Management Committee members.
7. Maintain a file of minutes adopted by the Management Committee (including reports by the Co-op Coordinator and the Stock Coordinators) and make it accessible to members, staff and the Management Committee.
8. Coordinate the Annual General Meeting and any special general meetings as required.
9. Ensure the timely production of the Alfalfa House Annual report.

Administration

1. Coordinate the maintenance of equipment and all repairs and in consultation with staff, make recommendations to the MC as to the purchase or upgrade of equipment.
2. Coordinate the updating, maintenance, development, back up, and daily archiving of the co-op’s computerised information systems.
3. Maintain current insurance policies and identify other areas that may require insurance cover.
4. Maintain the key register and ensure that keys are returned in accordance with policy.
5. Ensure the coordination of materials for public events.
6. Ensure the shop meets all legal requirements (e.g. health certification).
7. Ensure the shop and office is supplied with adequate stationery and other necessary supplies.
8. Ensure the policy database is up-to-date and accessible to the Management Committee, members, staff and volunteers and propose and assist in the review of current policies and the development of new policies for consideration by the MC.
9. Participate in shop work as required.
10. Other duties as delegated by the Management Committee.

SHOP COORDINATOR
Shop Coordinators work various hours, including trading hours, set-up and close-down.
Remuneration: $17 per hour weekdays; $20.80 per hour weekends

1. Set up the shop for the day's trading (if first shift of the day) ensuring that all available products are on display, the shop is clean, tidy and clutter free and that till float is correct.
2. Constantly monitor presentation, quality of stock, stock levels in the shop and restock shop as and when required.
3. Promptly serve customers. Be courteous and helpful, advising them, when necessary, of co-op procedures.
4. Operate cash register ensuring breaks are taken in accordance with OH+S Policy.
5. Put away excess cash from till into safe.
6. Keep shop, till area, sink area, storeroom and stock containers (bins, jars etc.) clean and tidy, taking special care of spillages or other floor debris.
7. Keep storeroom as clean and organised as possible.
8. As appropriate, encourage members to become volunteers.
9. Accept membership applications, welcoming new members and ensuring that the applications are legibly and correctly completed and are stored appropriately.
10. Ensure that the co-op backyard is kept clean and tidy and that all rubbish is disposed of in accordance with co-op policy and procedures.
11. Participate in the decision-making and organisation of the co-op, including attending monthly staff meetings and on occasion MC meetings as a staff delegate.
12. Ensure that OH+S regulations are always practised in the performance of the position's duties and actively participate in the maintenance and improvement of OH+S procedures including risk assessment processes.
13. Work cooperatively and harmoniously with other staff, volunteers and MC.
14. Take responsibility for co-op infrastructure and general running and maintenance of co-op equipment in consultation with other staff on roster and in accordance with co-op procedures.
15. Take responsibility for the passing of information relating to your shift to the next shop coordinator on the roster or to other pertinent staff.
16. Perform end-of-day procedures (if last shift of the day):
    • Balance cash register;
    • Secure the days takings in the safe;
    • Secure float;
    • Turn off equipment as required;
    • Put away perishables;
    • Sweep and mop shop;
    • Clean work areas and storeroom including shelving and equipment;
    • Lock the shop.

Other duties include:
• Assisting the Stock Coordinators with receiving, checking, weighing (if required) and storing deliveries, matching the deliveries with produce ordered.
• Assisting with the monitoring and recording of stock loss.
• Ensuring that systems to reduce stock spoilage are maintained, paying special attention to storage of perishable items.
• Training and assisting volunteers, ensuring that OH+S policies and procedures are explained and maintained, assigning tasks appropriately.
• Assisting with the maintenance of shop signage.
• Undertaking training from and direction by the Stock Coordinators and other specialist trainers.

STOCK COORDINATOR (FRUIT+VEGETABLES)
Currently, the coordinator works Mondays, Wednesdays and Fridays.
Hours: 19 hours per week. Remuneration: $20.80 per hour

1. Liaise with suppliers and source alternative supplies to ensure best available stock is purchased.
2. Order fruit and vegetables on days deemed necessary to maintain adequate stock levels in accordance with co-op ethics, policy and practice.
3. Receive, check and weigh (if required) deliveries to ordered produce.
4. Assist with maintaining cleanliness and order in the shop's fruit and vegetable section and storeroom. Ensure presentation is of a high standard.
5. Update relevant fruit and vegetable database, including price variations. Prepare, maintain and improve shop produce price tags and information.
6. Maintain and develop stock ordering forms and systems and information regarding suppliers.
7. Maintain information on new suppliers and new product information together with current stock information for access on AH database and website.
8. Contribute newsletter content on fresh produce.
9. Assist with the monitoring and recording of stock loss.
10. Coordinate “waste” management systems for fresh produce “waste”, including maintenance of worm farms and compost.
11. Improve and develop systems to reduce stock spoilage and train staff in this area.
12. Ensure stock levels and shop presentation is maintained and train staff in this area.
13. Ensure that OH+S regulations are always practised in the performance of the position's duties.
14. Participate in staff meetings.
15. Work cooperatively in the office with the Co-op Coordinator, the Bookkeeper and the Stock Coordinator (Groceries).

STOCK COORDINATOR (GROCERIES)
Currently, the coordinator works Tuesdays, Wednesdays and Thursdays.
Hours: 24 hours per week. Remuneration: $20.80 per hour

Ordering of Stock

1. Order food (other than fruit and vegetables) and other goods in accordance with co-op ethics, policy and practice.
2. Maintain and develop stock ordering sheets and systems including delivery processes.
3. Liaise with a diverse range of suppliers. Research and develop relationships with new suppliers.
4. Ensure appropriate and timely orders are made with suppliers.
5. Ensure that goods ordered match goods received. Invoice checking and price updates.
6. Coordinate quality control and follow-up process with suppliers.
7. Research new product lines, including responding to customer suggestions, to ensure that the co-op has the best possible products available to its members. Manage member's bulk orders.
8. Maintain information on new suppliers and new product information together with current stock information for access on AH database and website.

Shop Presentation

1. Coordinate the daily updating of prices on the database and product containers and signs, if required.
2. Maintain cleanliness and order in the shop and storeroom.
3. Maintain and improve product signage in shop and storeroom in liaison with all staff.
4. Maintain and develop systems with the Stock Coordinator (Fruit+Vegetables) and Shop Coordinators to ensure “user-friendliness” of the shop and storeroom.

Stock Maintenance

1. Ensure that stock is rotated on a regular and continual basis from the storeroom to the shop.
2. Ensure that food container hygiene is maintained.
3. Maintain an accurate record of stock used in the co-op and stock spoilage.
4. Maintain and improve systems to reduce stock spoilage.
5. Ensure that OH&S regulations are always practiced in the performance of the position's duties.
6. Conduct and co-ordinate the Annual Stocktake at the end of each financial year (June).

General co-op duties

1. Maintain, develop and improve systems in liaison with the Co-op Coordinator and MC to encourage and entice participation by members in all aspects of the co-op.
2. Instruct and educate Shop Coordinators and members in the general running of the co-op in liaison with the Co-op Coordinator.
3. Participate in the ongoing development of policies and procedures with the MC.
4. Prepare monthly reports for the MC.
5. Contribute to the newsletter and website.
6. Participate in Staff Meetings.
7. Work cooperatively in the office with the Co-op Coordinator, the Financial Coordinator and the Stock Coordinator (Fruit+Vegetables).
8. Participate in environmental initiatives such as waste, water and energy reduction measures.