Administrative and Financial Assistant
Under the supervision of the Director of Administration and in collaboration with other administrative office positions, this employee performs a wide range of administrative and financial support tasks.
Job Type: Full-Time
Benefits: 401(k), Health Insurance, Vision Insurance, Dental Insurance, Disability Insurance, Paid Time Off, Flexible Spending Account
We are: The Virginia Legal Aid Society (VLAS) mission is to resolve the serious legal problems of low-income people, promote economic and family stability, reduce poverty through effective legal assistance, and to champion equal justice. We provide free civil legal services to eligible low-income residents in 20 counties and six cities in housing, healthcare, income and benefits, family issues, consumer, and education problems. See vlas.org for more.
What we are looking for: a colleague who enjoys handling a variety of responsibilities, learning new skills and knowledge, and collaborating with others in support of our front-line client-facing.
Why work at VLAS: Our work significantly influences our clients' lives, and our team of over 55 staff members across five offices takes our mission seriously while maintaining a professional and enjoyable work environment.
Job Responsibilities:
Technology Responsibilities:
· Coordinate between staff and the outside technology vendors to ensure problems get fixed;
· Troubleshoot basic technology problems;
· Order equipment as requested, including soliciting competitive bids or researching prices;
Data and Information Management Responsibilities:
· Learn and assist in maintaining a clean case management system, including running error reports and working with secretaries to get errors fixed; duplicate checking, running reports, resolving issues, and updating reports, queries, and tables;
· Run Case Statistics Reports and input information into funder applications and reports;
· Produce board statistical report annually;
· Prepare and send annual applications and reports as requested, including:
a. Lobbyist Registration and Lobbyist Disclosure
b. State Corporation Commission
c. Legal Services Corporation
d. Legal Services Corporation of Virginia
e. Select funder compliance reports
· Produce statistical reports and data visualizations as requested;
Facility Management Responsibilities:
· Manage maintenance issues in local and administrative offices, including the solicitation of competitive bids for services;
Financial Responsibilities:
· Receive, record, and restrictively endorse currency and checks into the proper register;
· Review and code invoices, travel vouchers, cash advances, litigation and petty cash reports, and reimbursement requests to the appropriate accounts and office;
· Verify that invoices have been approved by the appropriate person and are totaled correctly; secure proper approvals from the Director of Administration and Executive Director; submit to the Accounting & Benefits Specialist for processing;
· Deal with vendors and staff on discrepancies;
· Maintain vendor files;
· Track expenditures by various budget categories such as library, training, and printing and by various projects each month
· Create monthly invoices and reports for Area Agencies on Aging and other special funders;
· Assist with gathering materials for the auditors before and during the audit; coordinate mailing of financial statements to funders, partners, and board of directors;
· Serve as backup for payroll processing
General Responsibilities:
· Collect, sort, open, date stamp and distribute incoming mail;
· Maintain administrative, senior staff, practice group and other calendars;
· Maintain administrative filing systems;
· Take meeting minutes, including those for the Board of Directors, Board Committees, Senior Staff;
· Distribute and process paperwork for the Director of Administration and Executive Director;
· Provide administrative support for the Board of Directors including the assembly and distribution of packets in advance of quarterly board meetings;
· Coordinate logistics of semi-annual in-person board meetings and annual program-wide training and events;
· Prepare and distribute summaries of client satisfaction survey responses;
· Post announcements for program staff job openings in publications and on career websites; assist in processing applications for administrative staff openings;
· Maintain master list of approved supplies for all offices and approve purchase requests from offices; maintain administrative office supply inventory;
· Perform other duties as requested by the Director of Administration or Executive Director.
Schedule: Monday-Friday, 7.5 hours/day
Work Remotely: Partially
Salary: Starting salary range $36,843 - $46,318, DOE
How to Apply: Send cover letter, resume, and list of references to [email protected]
We are an Equal Opportunity Employer
Pay: $36,843.00 - $46,318.00 per year
Benefits:
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Parental leave
- Retirement plan
- Tuition reimbursement
- Vision insurance
Work Location: In person
