Virginia Legal Aid Society helps thousands of low-income families in south-central Virginia every year by providing high-quality legal assistance in problems involving housing, access to health care, family stability, education, and consumer lending. Founded in 1977, VLAS is a sophisticated and tech-forward nonprofit law firm with four offices, two practice groups, and an intake/advice unit; all operate together as one firm. ADMINISTRATIVE ASSISTANT: LYNCHBURG, VA.  Virginia Legal Aid Society helps thousands of low-income families in south-central Virginia every year by providing high-quality legal assistance in problems involving housing, access to health care, family stability, education, and consumer lending.  Founded in 1977, VLAS is a sophisticated and tech-forward nonprofit law firm with four offices and four additional units that together operate as one organization. We seek experienced, energetic, and organized individuals in our six-person administrative office in Lynchburg, VA for a Development & Communications Administrative Assistant position and a General & Technology Administrative Assistant position. Part-time applicants preferred, but full-time applicants with experience in all duties will be considered for a combined position.  Competitive salary (and benefits for full-time position). EOE. To apply, send cover letter, resume and references to applicationsadmin@vlas.org.  Please indicate in which part-time position you are interested or whether you would like to be considered for a combined full-time position. Please see job description details below.  

Development and Communications Administrative Assistant

Under the supervision of the Director of Development and working with other positions in the administrative office, this employee performs a wide variety of tasks related to administrative support. Development Administrative Responsibilities:

1. Maintain the Donor database in Access including adding new donors and updating existing donor information;
2. Post individual & foundation contributions to the Donor database; report on and reconcile to the general ledger monthly;
3. Produce thank-you letters and acknowledgements as appropriate to donors and grantors;
4. Produce Annual Campaign mass mailings twice per year; this includes preparing the database for new letter signers, obtaining the letter from the executive director, obtaining the list of  new letter signers from the development director, ordering the letterhead and envelopes, printing the letters for donors by signer, creating the non-donor list for the mailing company; working with the printer on the non-donor letters, dealing with the mailing company, and planning and implementing it from beginning to end;
5. Assist in other mass mailings and the production of mailing lists such as special event invitations, newsletters, flyers, annual reports and brochures; 
6. Assist Communications Coordinator & Grantwriter with the local government solicitation campaign;
7. Coordinate logistics of special events;
8. Prepare and send annual applications and reports as requested including:
   • Area Agencies on Aging
   • Neighborhood Assistance Tax Credits
   • Charitable Registration
   • State Corporation Commission

9.Perform other duties as requested by the Director of Development or Executive Director. Communications Administrative Responsibilities:

1. Process brochures and other printing re-orders;
2. Develop PowerPoint presentations;
3. Maintain vlas.org website and internal Intranet
4. Perform other duties as requested by the Director of Development or Executive Director.

General Administrative Responsibilities:

1. Maintain development files and development calendars;
2. Distribute and process paperwork from out-box of Director of Development;
3. Assist with gathering materials for auditor before and during audit;
4. Perform other duties as requested by the Director of Development or Executive Director.

General and Technology Administrative Assistant

Under the supervision of the Director of Administration and working with other positions in the administrative office, this employee performs a wide variety of tasks related to administrative support. Technology Administrative Responsibilities:

1. Coordinate between staff and the outside technology vendors to assure problems get fixed;
2. Coordinate with outside phone system vendor to assure problems get fixed;
3. Troubleshoot basic technology problems;
4. Order equipment as requested, including soliciting competitive bids or researching prices;
5. Perform other duties as requested by the Director of Administration or Executive Director

Data and Information Management Administrative Responsibilities:

1. 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;
2. Run Case Statistics Reports and input information into select funder applications and reports;
3. Produce board statistical report annually;
4. Prepare and send annual applications and reports as requested including:
5. Lobbyist Registration and Lobbyist Disclosure
6. Select funder compliance reports
7. Produce statistical reports as requested;
8. Perform other duties as requested by the Director of Administration or Executive Director.

Facility Management Administrative Responsibilities:

1. Manage maintenance issues in local and administrative offices, including the solicitation of competitive bids for services;
2. Perform other duties as requested by the Director of Administration or Executive Director.

General Administrative Responsibilities:

1. Collect, sort, open, date stamp and distribute incoming mail;
2. Receive, record and restrictively endorse currency and checks into proper register;
3. Maintain administrative, senior staff, practice group and other calendars;
4. Maintain administrative filing systems;
5. Take meeting minutes, including those for the Board of Directors, Board Committees, Senior Staff;
6. Distribute and process paperwork from out-box of Director of Administration and Executive Director;
7. Provide administrative support for the Board of Directors including the assembly and distribution of packets in advance of quarterly board meetings;
8. Coordinate logistics of semi-annual in-person board meetings and annual program-wide training and events;
9. Prepare and distribute summaries of client satisfaction survey responses;
10. Post announcements for program staff job openings in publications and on career websites; assist in processing applications for administrative staff openings;
11. Assist with gathering materials for auditor before and during audit;
12. Perform other duties as requested by the Director of Administration or Executive Director.