The Part-Time Office Staff provides essential administrative and operational support to ensure the smooth functioning of the office. This role involves a variety of tasks, including inventory management, invoice processing, handling scholarship applications, managing incoming mail and checks, assisting with insurance renewals, payroll support, expense report processing, supporting VAFCC Board of Director activities and conferences, and managing email and phone communications. Responsibilities: Inventory Management: + Monitor office supply levels and reorder items as needed through the Staples Advantage platform. + Respond to staff requests for supplies. Paperless Post: + Review the monthly Executive Director shared calendar and send a card one day prior, scheduled for delivery between 9:30 am and 10:00 am. + Manage birthday and holiday card mailings, including Christmas and New Year cards. + Maintain contact lists in Paperless Post. + Design at least three new card options annually and solicit staff feedback. Invoice Management: + Receive and process invoices received via USPS and email. + Code invoices using the Accounting Code sheet provided. + Utilize previous invoices for coding guidance. + Enter accounting codes and classes on invoices (highlight in red) via Adobe edits. + Upload invoices to Bill.com, ensuring accuracy and completeness. + Address any flagged issues in Bill.com (e.g., duplicates, missing W9s). + Chantay will oversee and ensure accuracy with codes/class and uploads in Bill.com (when uploaded). Mel Leaman Scholarship Applications: + Review scholarship applications for completeness (signatures, statements). + Forward applications to Rebecca and cc: Rufus. + Print applications and add scholarship amounts after review and approval. + File applications in "hold" status, until the end of the event, attendance, etc. + Chantay will process all reimbursement requests. COPN (Certificate of Public Need): + Present COPN documents received via USPS to Rufus immediately. + Follow Rufus’s instructions for subsequent steps. + Chantay will process all relevant documents upon receipt of an uploaded copy of the check(s) via email. Incoming Checks and Mail: + Open all mail with another staff member present. + Copy and scan checks to Chantay for processing. + Secure checks in the locked drawer. + Chantay will review checks, process logs, code, etc, then send to Doula for processing in QB then will advise the part-time staff know of the “ready” status. + Process deposit slips (write each check on the deposit slip) and take them to the bank after receiving confirmation from Chantay. Once returned the bank receipt slip will then be included with the entire deposit, log, checks, and deposit receipt and then uploaded to the computer, “save as” and emailed to Chantay for further processing. Insurance Policy Renewals: + Forward insurance renewal emails to Rufus. + Process via add code and class in red then upload approved renewals through Bill.com, ensuring they are not on the autopay list. + Chantay will review all policy renewals on Bill.com and contact Reps with any questions/concerns. Payroll Summary Reports: + Compile bi-weekly Payroll Summary reports, including PTO hours based on approved calendar entries, then submit them to Rufus for approval + Process PTO requests, obtain Rufus’s approval, notify the requester, and add the request to the calendar. + Send completed payroll summary reports to Rufus for approval. + Forward final approved Payroll Summary reports to Doula, Accounting Rep. and copy Chantay + Print and file payroll reports. Expense Reports: + Review printed expense reports and supporting documentation for accuracy and completeness. + Verify accounting codes. + Submit expense reports to Rufus for approval. + Upload approved expense reports to Bill.com. + Chantay will review all expense reports on Bill.com as well as via email, staff will continue to cc: Chantay on all expense reports and PTO requests. VAFCC Board of Director Support: + Manage various Board of Director processes as directed by Rufus (excluding reimbursements). + Create new badges, print documents, and set up folders. + Arrange lunch orders for in-person meetings (as directed by Rebecca). + Send emails as requested by Rufus. + Coordinate meeting logistics, including location arrangements. + Update relevant documents (Matrix internal and external, confidentiality agreements). + Set up calendar invites for meetings. + For meetings at Williams Mullen, contact Rose and Billy (contact information provided by Chantay). Conference Support (Executive and Annual): + Prepare registration table materials: tablecloth, VAFCC stands, pens, tissues, hand sanitizer, masks, name badges, attendance sheets, clipboards, extra paper, folders, stapler, scissors, and a basket. + Set up the registration table. + Collaborate with Rebecca on document preparation and vendor drop-offs. Email and Phone Management: + Respond to all emails promptly. + Assist in-office staff with inquiries from incoming calls. + Return all incoming calls (disregard obvious spam/robocalls without messages, or return via office phone if a name is displayed). + Forward all emails related to financial matters to Chantay Harris (e.g., missing reimbursements, new banking information for EFT/ACH transfers, questionable emails). IT Services: + Process IT service requests from staff members. + Manage IT tickets and track their progress with Strategic until closure. + Process monthly IT invoices from Strategic. + Chantay will go onto the IT platform review the tickets and match them with invoice. Hours: 24-30 hours per week, Tuesday, Wednesday, and Thursdays – 9:00 am to 5:00 pm (Flexible some Saturdays- 9 am-12 pm) Qualifications: + High school diploma or equivalent required. + 3-5 years of experience in an office administrative role preferred. + Proficiency in Microsoft Office Suite (Word, Excel, Outlook). + Experience with Bill.com and Paperless Post preferred. + Strong organizational and time-management skills. + Excellent communication and interpersonal skills. + Ability to work independently and as part of a team. + Attention to detail and accuracy. To Apply: Please submit your resume and cover letter to {Haily.Cox@adeccona.com} **Pay Details:** $21.00 per hour Benefit offerings available for our associates include medical, dental, vision, life insurance, short-term disability, additional voluntary benefits, EAP program, commuter benefits and a 401K plan. Our benefit offerings provide employees the flexibility to choose the type of coverage that meets their individual needs. In addition, our associates may be eligible for paid leave including Paid Sick Leave or any other paid leave required by Federal, State, or local law, as well as Holiday pay where applicable. Equal Opportunity Employer/Veterans/Disabled To read our Candidate Privacy Information Statement, which explains how we will use your information, please navigate to https://www.adecco.com/en-us/candidate-privacy The Company will consider qualified applicants with arrest and conviction records in accordance with federal, state, and local laws and/or security clearance requirements, including, as applicable: + The California Fair Chance Act + Los Angeles City Fair Chance Ordinance + Los Angeles County Fair Chance Ordinance for Employers + San Francisco Fair Chance Ordinance