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
Non-profit Organizations
Finance and Sales
Full-time