Certification Program Supervisor

Job Description 

The Certification Program Supervisor is responsible for overseeing the day-to-day functions of an assigned group of Certification Specialists and a Lead Certification Specialist, by supervising staff to uphold operational standards. Additionally, it involves taking part in the hiring, training, and process refinement while collaborating with the Certification Program Manager and Technical Compliance Manager. Position includes full supervisory responsibilities, including performance management and a high level of decision-making responsibilities. This position may require participation in audits, reporting on staff performance, and proposing operational improvements. 

Duties and Responsibilities 

• Oversee and manage assigned Certification Specialist staff to ensure delivery of certification services is in accordance with operational procedures.  

• Takes part in hiring and training new certification staff, as directed by Certification Program Manager, Technical Compliance Manager, and Director of Operations.  

• Assist in delivering training, support, and guidance to Certification Specialists as needed for continued professional development and process improvement. 

• Facilitate team meetings along with Certification Program Manager and Technical Compliance Manager for calibration and conveyance of information from the Management Team. 

• Works closely with Customer Success Manager to effectively address and resolve service complaints. 

• Works closely with FCID Finance Team to mitigate any client finance-based issues.  

• Approval authority to move financial issues forward to FCID Finance team from CS’s.  

• Manages certification staff workflow through regular auditing and program metrics analyses, as overseen by Certification Program Manager. 

• Assigns new clients appropriately to certification staff.  

• Approval authority for certification updates of assigned staff, 

• Performs Touchpoint meetings and annual Performance Evaluations for Certification Specialist Team with assistance from Certification Program Manager and Technical Compliance Manager (for quality of technical work performed).   

• Prepares monthly report of certification staff desk audit results to share with Certification Program Manager.  

• Works closely with Certification Program Manager and Technical Compliance Manager to ensure regular quality checks of certification staff work performed while approving certification updates.   

• Proposes process changes/additional procedures to the Certification Program Manager.  

• Participates in monthly  supervisor meetings with Certification Program Manager and Director of Operations to review department projects for growth and maintenance. 

• Participates in weekly open office hours meetings to align and support staff, and to assist with quick resolution of items brought to the meeting. 

• May participate in accreditation audits & annual reporting to the National Organic Program (NOP). 

• Manage a small number of key client accounts – as determined by Certification Program Manager. Perform other duties as assigned.   

Qualifications 

• Must have sufficient expertise in organic production or handling techniques to successfully perform the duties assigned. Sufficient expertise must include knowledge of certification to USDA organic standards and evidence of education, training, or professional experience in the fields of agriculture, science, or organic production and handling that relates to assigned duties. 

• Must have the knowledge, skills, and experience required to perform certification review of operations of the scope and complexity assigned and to evaluate compliance with the applicable regulations of the USDA National Organic Program. 

• Must have some level of prior supervisory responsibilities including team building, mentoring, problem solving and performance management. Certification Program Manager and Director of Operations will provide additional mentoring to build skills to match needs of the organization.  

• Bachelor’s degree in agriculture, food science, or related area of science.  

• Working knowledge and experience with the National Organic Program (NOP) standards and regulations, 5 years.  

• Excellent communication skills in person, on the phone and in writing.   

• Excellent skills to organize, monitor, and track numerous activities throughout the year. 

• Ability to clearly communicate complex and technical concepts.   

• Comfortable using computer for multiple hours at a time. 

• Competency in word processing, formatting, databases and email applications including of Microsoft Outlook, Word and Excel.   

Training Requirements 

Prior to Formal Authorization: 

• Initial basic training on policies, forms, files, web-system, etc. 

• Standards training as appropriate (NOP, etc.) 

• Monitored training period as needed to demonstrate competence. 

Yearly Requirements to Maintain Authorization 

• All certification review personnel continuously maintain adequate knowledge and skills in the current USDA organic standards, certification and compliance processes, traceability audits, mass-balance audits, and practices applicable to the type, volume, and range of review activities assigned. 

• Certification review personnel with less than one year of certification review experience must complete at least 50 hours of training within their first year performing certification review. 

• Certification review personnel with one or more years of certification review experience must annually complete at least 10 hours of training if conducting certification review related to one area of operation and an additional 5 hours of training for each additional area of operation. 

• Attendance at ACA/NOP Annual Meeting and review of all notifications of industry updates. 

• Attendance of update meetings and review of all notifications of industry updates. 

• Attendance of Annual OC Training Seminar. 

• Attendance of any additional trainings as deemed necessary.