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

applicationsadmin@vlas.org

We are an Equal Opportunity Employer