Revision history for AdminOverview


Revision [57735]

Last edited on 2021-06-23 10:21:00 by NoahAndrew
Additions:
- Update as postings become expired (As more colleges switch over to [[http://wiki.votesmart.org/HandShake Handshake]] and similar college job posting conglomerates, be sure to keep these updated as a priority over individual hiring portals)
Deletions:
- Update as postings become expired (As more colleges switch over to [[https://app.joinhandshake.com/login Handshake]] and similar college job posting conglomerates, be sure to keep these updated as a priority over individual hiring portals)

Revision [57593]

Edited on 2021-05-24 16:07:31 by mackenzie [Job Title Change]
Additions:
======Operations Coordinator Position======
The Operations Coordinator (formerly Internship Coordinator & Office Manager) is responsible for the healthy, safe, and productive functioning of the Iowa Office; the primary purpose of this office is to house our Research operation, which is powered in part by our Internship program. This dual role also is responsible for the recruitment, logistics, and success of the Internship.
Deletions:
======Office Manager - Internship Coordinator Position======
The Office Manager and Internship Coordinator is responsible for the healthy, safe, and productive functioning of the Iowa Office; the primary purpose of this office is to house our Research operation, which is powered in part by our Internship program. This dual role also is responsible for the recruitment, logistics, and success of the Internship.

Revision [57592]

Edited on 2021-05-24 16:06:31 by mackenzie [Job Title Change]
Additions:
1) Internship applicants (Can live on Google Drive or Network Drive)
- Applicants potential/in progress
- Applicants accepted/to [[http://wiki.votesmart.org/NationalInternshipCoordination#hn_Managing_Interns | make files]]
1) Staff applicants (Lives on Google Drive)
- Applicants potential/in progress
- Applicants accepted/to [[http://wiki.votesmart.org/CategoryHR#hn_Immediately_Prior_to_Arrival | make files]]
1) [[http://wiki.votesmart.org/CategoryBookKeeping | Bills to Pay]]
1) Reimbursements
1) [[http://wiki.votesmart.org/CategoryBookKeeping#hn_Reporting_to_Our_Accountants | To Send to Accountants]]
**Tip: The “ network drives” are the folders you see on your computer desktop. Learn how to manage them: [[http://wiki.votesmart.org/ManagingInformation | ManagingInformation]]**
Deletions:
1) On your desk should always be a “To-Do” file box, which contains a folder for:
1) Internship applicants (Can live on Google Drive or Network Drive)
- Applicants potential/in progress
- Applicants accepted/to [[http://wiki.votesmart.org/NationalInternshipCoordination#hn_Managing_Interns | make files]]
1) Staff applicants (Lives on Google Drive)
- Applicants potential/in progress
- Applicants accepted/to [[http://wiki.votesmart.org/CategoryHR#hn_Immediately_Prior_to_Arrival | make files]]
1) [[http://wiki.votesmart.org/CategoryBookKeeping | Bills to Pay]]
1) Reimbursements
1) [[http://wiki.votesmart.org/CategoryBookKeeping#hn_Reporting_to_Our_Accountants | To Send to Accountants]]
**Tip: The “ network drives” are the folders you see on your computer desktop. Learn how to manage them: [[http://wiki.votesmart.org/ManagingInformation | ManagingInformation]]**

Revision [57591]

Edited on 2021-05-24 16:04:12 by mackenzie [Update Email Categories]
Additions:
1) Interns
- one for each semester
2) Intern Management
2) - one for each semester
1) Office Management
1) [[http://wiki.votesmart.org/Insurance Insurance]]
-[[http://wiki.votesmart.org/Health Health and dental benefits]]
- Business operations
2) Payroll
2) HR
Deletions:
1) Alumni
1) OfficeChores / HotLine
1) Events
1) Financial
1)Accounting
1) Purchasing
- Office Supply Requests
1) HR
1) Staff Recruitment
1) HR Interns
1) Advisor Contacts
1) App Process
1) Applications
1) [[http://wiki.votesmart.org/Insurance Insurance]]
-[[http://wiki.votesmart.org/Health Health and dental benefits]]
- Business operations
1) Payroll
1) Personal
1) Richard/Adelaide
1) Tech Support
1) Website

Revision [57369]

Edited on 2021-01-25 11:21:27 by walker [Update Email Categories]
Additions:
- **StackOverflow** (For IT positions only)
Deletions:
- StackOverflow (For IT positions only)

Revision [56919]

Edited on 2020-07-07 16:46:18 by walker [add destroying old files, remove API (DevComm)]
Additions:
1) Destroy old files personnel files from safe
1) Physical HR and health insurance documents with sensitive information are kept in the HR safe, including for departed employees. These files can be destroyed 3 years after departure.
1) Check each year whether there are files here that can be destroyed.
Deletions:
1) [[http://wiki.votesmart.org/APIAdministration#hn_Subscription_Renewal API subscription renewal]]
- An API subscription term ends on December 31 of the next even-numbered year following the date of registration, or the following even-numbered year if registering after November 1 of an even-numbered year. For example, all subscriptions paid for (not under special contract) before November 1, 2016, should be deactivated on December 31, 2016.
- Note that exceptions may exist for special contracts. See the [[https://drive.google.com/drive/folders/0B87LaMquO7qhNWlUSUNzbG5vQ1E Partnerships & Large API Users]] folder in Google Drive for the current year's special contracts.
- This not automated and must be done through admin, with the help of DevComm.

Revision [56407]

Edited on 2019-10-22 12:16:12 by mackenzie [add destroying old files, remove API (DevComm)]
Additions:
1) Do not be afraid to price items online to see if they can be found at a cheaper price.

Revision [56406]

Edited on 2019-10-22 12:14:15 by mackenzie [add destroying old files, remove API (DevComm)]
Additions:
1) Internship applicants (Can live on Google Drive or Network Drive)
1) Staff applicants (Lives on Google Drive)
- As of 2019, there is a First-Year Seminar for students based around an internship with Vote Smart (120 hours/semester).
- Other institutions looking at working with us: Simpson College, University of Iowa, Waukee Community Schools APEX program
1) Internship and Job fairs should be focused on recruiting for the upcoming term.
- Before attending a career fair, plan to make the most of a trip by communicating with professors and advisers at the universities to schedule meetings or class presentations.
- Inform these professors about your attendance at the fair and encourage them to direct students your way.
1) Drake University has a spring career fair each semester.
Deletions:
1) Internship applicants
1) Staff applicants
1) Previous Employee Mail (less likely in IA)
1) Look up contact info in [[https://docs.google.com/spreadsheets/d/1mk-BkGzBOYo0jF-KRCCqFwWl6iMWBZChN8z4opwWMSU/edit | Master Alumni List]]
1) Cross out our address
1) Write “Ship To (current address)”
- If we cannot identify a mailing address, write "Return to Sender"
1) Send out for redelivery
**Tip: We can only forward First Class mail (the mail type is printed in the right hand corner of a letter), not presorted, nonprofit, etc. Anything you receive that is not First Class (usually credit card offers, magazines, nonprofit letters) you can tear up and throw out. If you notice that an employee has reoccurring mail that is really annoying to receive, contact them and ask them to change their address with that service. **
1) As of 2019, there is a First-Year Seminar for students based around an internship with Vote Smart (120 hours/semester).
1) Internship and Job fairs should be focused on recruiting for the upcoming term. Before attending a career fair, plan to make the most of a trip by communicating with professors and advisers at the universities to schedule meetings or class presentations. Inform these professors about your attendance at the fair and encourage them to direct students your way.
1) Drake University has a spring and fall career fair each semester.

Revision [56374]

Edited on 2019-10-10 17:55:28 by mackenzie [add destroying old files, remove API (DevComm)]
Additions:
- Forward applications to directors
- Directors will let you know if they are passing on the candidate. If they are interviewing them, directors will email candidate directly.
- See [[https://docs.google.com/a/votesmart.org/document/d/1Mr4Sj6GhraLfz6Vzu7fRT6L4v5xtGc10UljDqGE2me4/edit?usp=sharing | Staff Hiring Template Responses]]).
1) Review for correctness
1) Code the expense & write check/pay by Visa
1) Pass on to National Director
1) Statements/Other Updates
1) Determine if action is needed
1) Give to National Director for Review
1) Send to Accountants if needed
1) File where appropriate (File Cabinet 6)
1) Previous Employee Mail (less likely in IA)
Deletions:
- Staff Applications: Review them promptly. If qualified, print out their application and provided attachments and send them an interview request (see [[https://docs.google.com/a/votesmart.org/document/d/1Mr4Sj6GhraLfz6Vzu7fRT6L4v5xtGc10UljDqGE2me4/edit?usp=sharing | Staff Hiring Template Responses]]).
1)Review for correctness
1)Code the expense & write check/pay by Visa
1)Pass on to National Director
1) Statements/Other Updates
1)Determine if action is needed
1)Give to National Director for Review
1)Send to Accountants if needed
1)File where appropriate (File Cabinet 6)
1)Previous Employee Mail (less likely in IA)

Revision [56369]

Edited on 2019-10-02 17:20:48 by mackenzie [add destroying old files, remove API (DevComm)]
Additions:
**Tip:** The “ network drives” are the folders you see on your computer desktop. Learn how to manage them: [[http://wiki.votesmart.org/ManagingInformation | ManagingInformation]]
1) jobs@ and purchasing@ forward automatically to officemgr@
Deletions:
Personal, intern@, officemgr@
**Tip:** The “ network drives” are the folders you see on your computer desktop. Learn how to manage them: [[http://wiki.votesmart.org/ManagingInformation | ManagingInformation]]
1) jobs@ and purchasing@ forward automatically to officemgr@, so the last is the only one you have to log into.

Revision [56368]

Edited on 2019-10-02 17:18:40 by mackenzie [add destroying old files, remove API (DevComm)]
Additions:
1) Administrative Assistance
1) Alumni
1) OfficeChores / HotLine
1) Events
1) Financial
1)Accounting
1) Purchasing
- Office Supply Requests
1) HR
1) Staff Recruitment
1) HR Interns
1) Advisor Contacts
1) App Process
1) Applications
1) Intern Recruitment
- University Contacts
- University Posting
1) [[http://wiki.votesmart.org/Insurance Insurance]]
-[[http://wiki.votesmart.org/Health Health and dental benefits]]
- Business operations
1) Other
1) Payroll
1) Personal
1) Richard/Adelaide
1) Tech Support
1) Website
Deletions:
1) Administrative Assistance
1) Alumni
1) OfficeChores / HotLine
1) Events
1) Financial
1)Accounting
1) Purchasing
- Office Supply Requests
1) HR
1) Staff Recruitment
1) HR Interns
1) Advisor Contacts
1) App Process
1) Applications
1) Intern Recruitment
- University Contacts
- University Posting
1) [[http://wiki.votesmart.org/Insurance Insurance]]
-[[http://wiki.votesmart.org/Health Health and dental benefits]]
- Business operations
1) Other
1) Payroll
1) Personal
1) Richard/Adelaide
1) Tech Support
1) Website

Revision [56367]

Edited on 2019-10-02 17:17:44 by mackenzie [add destroying old files, remove API (DevComm)]
Additions:
- Types of intern@ emails and how to address them:
**Tip: You can set your email to [[http://www.howtogeek.com/school/gmail-guide/lesson4/ | automatically star]] intern applications**
**Tip: Visit: [[http://wiki.votesmart.org/NationalInternshipCoordination | National Internship Coordination]] to learn everything about internship recruitment, hiring and coordination.**
Deletions:
1) Types of intern@ emails and how to address them:
**Tip: You can set your email to [[http://www.howtogeek.com/school/gmail-guide/lesson4/ | automatically star]] intern applications, which will help you find them in the chaos that may be your inbox. **
**Tip: Visit: [[http://wiki.votesmart.org/NationalInternshipCoordination | National Internship Coordination]] to learn everything you need about internship recruitment, hiring and coordination.**

Revision [56366]

Edited on 2019-10-02 17:16:39 by mackenzie [add destroying old files, remove API (DevComm)]
Additions:
- Each Thursday of a payroll week, you will [[http://wiki.votesmart.org/CategoryHR#hn_Payroll_and_Time_Off | receive payroll stubs]] from the National Director/President. Paystubs should be printed and distributed to staff and filed on the network drive: hr/3-HUMAN RESOURCES/PAYROLL
Deletions:
1) Helpful labels (These are only suggestions! Do what works best for you):
3) Each Thursday of a payroll week, you will [[http://wiki.votesmart.org/CategoryHR#hn_Payroll_and_Time_Off | receive payroll stubs]] from the National Director/President. Paystubs should be printed and distributed to staff and filed on the network drive: hr/3-HUMAN RESOURCES/PAYROLL

Revision [56365]

Edited on 2019-10-02 17:02:13 by mackenzie [add destroying old files, remove API (DevComm)]
Additions:
====Important Logins====
1) Refer to the [[http://wiki.votesmart.org/CategoryOperations | Operations Department Wiki]] for questions you may have and update if you make changes to the operations process.
1) Create IT requests for network issues you may experience with the network, django, logins, website, etc.

- All intern@ emails will go directly to your personal Vote Smart email address.
- Intern Applications- Document them in a [[https://docs.google.com/spreadsheets/d/1QdFsGZE_A2uQ6WTSWTxoNcrarF7zySJ0c7JJXtIuD8c/edit?usp=sharing | spreadsheet]]
- [[http://www.howtogeek.com/school/gmail-guide/lesson3 Categorize your emails with labels]].
Deletions:
====Important Logins====
Tip: You are responsible for managing two Clipperz accounts, working with the National Director to keep the HR drives and Operations section of wiki.votesmart.org, current and accurate, submitting requests (tickets) to our IT department on Mantis for new intern/staff accounts, helping to manage API subscriptions (as necessary) and the staff page in [[http://skittles.votesmart.org/admin/ | Django]] .
1) Refer to the [[http://wiki.votesmart.org/CategoryOperations | Operations Department link]] for questions you may have and update if you make changes to the operations process.
1) Create IT requests for network issues you may experience with the network, django, logins, etc.
Tip: Yes, you will be managing three email accounts. Stay organized.
1) All intern@ emails will go directly to your personal Vote Smart email address.
- National Intern Volunteer Application: Review them promptly. If qualified, print out their application and provided attachments and send them an interview request email (see [[https://docs.google.com/a/votesmart.org/document/d/1omacTeOFY6eijiN0zTzzfudRpDIBFvTDbjJbu2heh8w/edit?usp=sharing | Intern Template Responses]])
2) [[http://www.howtogeek.com/school/gmail-guide/lesson3 Categorize your emails with labels]].

Revision [56364]

Edited on 2019-10-02 16:43:13 by mackenzie [add destroying old files, remove API (DevComm)]
Additions:
Tip: You are responsible for managing two Clipperz accounts, working with the National Director to keep the HR drives and Operations section of wiki.votesmart.org, current and accurate, submitting requests (tickets) to our IT department on Mantis for new intern/staff accounts, helping to manage API subscriptions (as necessary) and the staff page in [[http://skittles.votesmart.org/admin/ | Django]] .
Deletions:
Tip: You are responsible for managing two Clipperz accounts, working with the National Director to keep the HR drives and Operations section of wiki.votesmart.org, current and accurate, submitting requests (tickets) to our IT department on Mantis for new intern/staff accounts, helping to manage API subscriptions (as necessary) and the staff page in [[https://www.skittles.votesmart.org/admin | Django]] .

Revision [56289]

Edited on 2019-07-23 16:44:27 by walker [add destroying old files, remove API (DevComm)]
Additions:
1) DropBox - secure file communication
1) University Contact Lists
1) Incoming Mail: DevComm processes first
Deletions:
1) [[https://www.dropbox.com DropBox]] - secure file communication
1) University Contact Lists (for mailings)
1) Incoming Mail

Revision [56234]

Edited on 2019-06-12 15:46:57 by mackenzie [add destroying old files, remove API (DevComm)]
Additions:
1) [[http://wiki.votesmart.org/OfficeChores| Assign Office Chores]] (weekly)
Deletions:
1) [[http://wiki.votesmart.org/CategoryOffice#hn_Office_Chores | Assign Office Chores]] (weekly)

Revision [56205]

Edited on 2019-06-03 10:53:33 by walker [add destroying old files, remove API (DevComm)]
Additions:
1)Code the expense & write check/pay by Visa
Deletions:
1)Code the expense & write Check (except MegaPath phone bills: use Chase Visa)

Revision [56198]

Edited on 2019-05-28 16:18:26 by walker [update to operations v internship google drive]
Additions:
- [[https://drive.google.com/drive/folders/0BxiQaqqqOYQ8QzY1cFVHdElKcTA | Hiring]]
1) [[https://drive.google.com/drive/folders/0BzX6HMvxEV_CT2dmR0p2SEliWUE | Internship Program]]
- Current Intern Recruitment
- Current Intern Management
Deletions:
1) [[https://drive.google.com/drive/u/0/folders/0B2zthAeImOhAfklDal9TcW9JbjVzX1lWSl9RR3ZSRUZDeUc2VkJsUVZqd3FDV0t6VGdPRG8 | HR - National Interns]]
1) [[https://drive.google.com/drive/u/0/folders/0B7zoxT69QxEsZnQyZGNjYzliWnc | HR- Internship Recruitment]]
1) Current Intern Recruitment ([[https://docs.google.com/spreadsheets/d/1kMwFk5m38Yxz78jmdfU6g59g0EqoeSsgN_Hxavf87fI/edit | use this format]])
- Track Applicants

Revision [56140]

Edited on 2019-05-22 11:06:52 by walker [removed bad MT archive references]
Additions:
**Tip: In HR drive hr>OFFICE MGMT & ADMINISTRATION>Records Management**
- Past intern files are in boxes, not cabinets. Keep most recent near you and file others in the archives.
**IMPORTANT: We operate on a fiscal year that is different from a calendar year. Our Fiscal year ends in March/begins in April of each year. Make life easy for yourself and file records according to the fiscal year. **
Deletions:
**Tip: In HR drive hr>OFFICE MGMT & ADMINISTRATION>Records Management>Loft Files**
- Past intern files are in boxes, not cabinets. Keep most recent near you and file others in barn.
**Tip: In HR drive hr>OFFICE MGMT & ADMINISTRATION>Records Management>Link To Archives Files (barn)> PVS Archives & Records Inventory
IMPORTANT: We operate on a fiscal year that is different from a calendar year. Our Fiscal year ends in March/begins in April of each year. Make life easy for yourself and file records according to the fiscal year. **

Revision [54655]

Edited on 2019-04-03 10:31:40 by walker [added mission]
Additions:
The Office Manager and Internship Coordinator is responsible for the healthy, safe, and productive functioning of the Iowa Office; the primary purpose of this office is to house our Research operation, which is powered in part by our Internship program. This dual role also is responsible for the recruitment, logistics, and success of the Internship.

Revision [54652]

Edited on 2019-03-29 17:11:54 by walker [added mission]
Additions:
1) Administrative files: File at the end of the fiscal year (March 31)

Revision [54651]

Edited on 2019-03-29 17:10:11 by walker [added mission]
Additions:
**Tip: Use the template labels found in hr drive hr>Office MGMT & Admin >Records Management> Administrative Filing Schemes**
Deletions:
**Tip: Use the template labels found in hr drive hr>Office MGMT & Admin >Records Management>Link to Archives Files (barn)**

Revision [54620]

Edited on 2019-03-26 11:00:34 by walker [internship adds]
Additions:
- Use your judgment
1) Posting Openings
- [[https://docs.google.com/spreadsheets/d/1daNjn_UI01FxYcY6KYp_xtzCMSR4EqktrxTAURYQMQg/edit | Journalism/Communications Depts]]
- [[https://docs.google.com/spreadsheets/d/16ljfqggYbFQIXdofNmISVgWLodIV1t5g2asqYaUvxQ8/edit?ts=5c9a3e13#gid=2059988923 | Advisors, including at Universities]]
1) Scheduling Internship/Job Fairs
1) Drake University has a spring and fall career fair each semester.
1) Processing Applications, Interviewing, Onboarding, Management
Deletions:
- Use your judgement
1)Posting Openings
- [[https://docs.google.com/spreadsheets/d/1daNjn_UI01FxYcY6KYp_xtzCMSR4EqktrxTAURYQMQg/edit | Journalism/Comm Depts]]
- [[https://docs.google.com/spreadsheets/d/1rL_nOpX2dOsxIpqxQ0DbADij7Y2dOFrmEjJVKPoqtIY/edit#gid=1552018240 | University Advisors]]
2)Scheduling Internship/Job Fairs
1) Drake University has a spring and fall career fair each semster.

3) Processing Applications, Interviewing, Onboarding, Management

Revision [54619]

Edited on 2019-03-26 10:50:40 by walker [internship adds]
Additions:
3) Processing Applications, Interviewing, Onboarding, Management
Deletions:
1) Processing Applications, Interviewing, Onboarding, Management

Revision [54618]

Edited on 2019-03-26 10:50:13 by walker [internship updates]
Additions:
- Update as postings become expired (As more colleges switch over to [[https://app.joinhandshake.com/login Handshake]] and similar college job posting conglomerates, be sure to keep these updated as a priority over individual hiring portals)
1) Mass Emails (Use iContact with DevComm help)
**Tip: See recruiting timeline in internship drive: /internship/Recruiting Timeline Guidance.jpg**
1) Outreach through universities (Critical at DrakeUniversity)
1) Work with Drake Admissions to bring on scholarship interns for fall and spring semesters (approximately 30 annually).
1) Work with professors to develop/support class credits that center around an internship with Vote Smart. Reach out to the professor facilitating this internship and begin onboarding process as normal once the class list becomes available.
1) As of 2019, there is a First-Year Seminar for students based around an internship with Vote Smart (120 hours/semester).
1) Internship and Job fairs should be focused on recruiting for the upcoming term. Before attending a career fair, plan to make the most of a trip by communicating with professors and advisers at the universities to schedule meetings or class presentations. Inform these professors about your attendance at the fair and encourage them to direct students your way.
1) Drake University has a spring and fall career fair each semster.
-**See the [[http://wiki.votesmart.org/NationalInternshipCoordination | Internship Coordination]] section of the wiki** & Memorize it! Internship drive: internship> Iowa Internship Program
Deletions:
- Update as postings become expired (As more colleges switch over to Handshake and similar college job posting conglomerates, be sure to keep these updated as a priority over individual hiring portals)
1) Mass Emails (Use iContact)
**Tip: See recruiting tImeline in internship drive: /internship/National Internship Program/Recruiting Timeline_2014_2015 Update.jpg**
1) Outreach through universities (Critical at Drake)
1) Work with Drake Admissions to bring on scholarship interns for spring semesters.
1) Work with professors to develop classes that center around an internship with Vote Smart.
1) Rachel Paine Caufield(Drake Professor)has spearheaded a First Year Seminar for Students that works around an internship with Vote Smart. Reach out to her or other professors who are facilitating these internships and begin onboarding process as normal once class list becomes available.
1) Internship and Job fairs should be focused on recruiting for upcoming term. Before attending a career fair, plan to make the most of a trip by communicating with professors and advisers at the universities to schedule meetings or class presentations. Inform these professors about your attendance at the fair and encourage them to direct students your way.
2) Drake University has a spring and fall career fair each semster.
3) Career Fairs at UNI have been attended but have not been very successful. if possible, research additional
-**See the [[http://wiki.votesmart.org/NationalInternshipCoordination | Internship Coordination]] section of the wiki** & Memorize it! Internship drive internship>National Internship Program

Revision [54568]

Edited on 2019-03-14 18:04:13 by walker [internship updates]
Additions:
- **Indeed**
- **Idealist**
Deletions:
- Indeed
- Idealist

Revision [54566]

Edited on 2019-03-14 17:57:34 by drew [internship updates]
Additions:
1)Posting Openings
- Update as postings become expired (As more colleges switch over to Handshake and similar college job posting conglomerates, be sure to keep these updated as a priority over individual hiring portals)
1) Outreach through universities (Critical at Drake)
1) Rachel Paine Caufield(Drake Professor)has spearheaded a First Year Seminar for Students that works around an internship with Vote Smart. Reach out to her or other professors who are facilitating these internships and begin onboarding process as normal once class list becomes available.
1) Iowa State University has regular Career Fairs (People to People) each semester as well as an internship fair for the Greenlee School of Communication.
Deletions:
1)Posting Openings
- Update as postings become expired
1) Outreach through universities
1) Rachel Paine Caufield(Drake Professor)has spearheaded a First Year Seminar for Students that works around an internship with Vote Smart. Reach out to her or other professors who are facilitating these internships and begin onboarding process as normal once class list becomes available.
1) Iowa State University has regular Career Fairs (People to People) each semester as well as an internship fair for the Greenlee School of Communication.

Revision [54563]

Edited on 2019-03-13 18:00:09 by drew [Edit: 2018 lessons and Andrew additions]
Additions:
1) Work with Drake Admissions to bring on scholarship interns for spring semesters.
1) Work with professors to develop classes that center around an internship with Vote Smart.
1) Rachel Paine Caufield(Drake Professor)has spearheaded a First Year Seminar for Students that works around an internship with Vote Smart. Reach out to her or other professors who are facilitating these internships and begin onboarding process as normal once class list becomes available.
2)Scheduling Internship/Job Fairs
1) Internship and Job fairs should be focused on recruiting for upcoming term. Before attending a career fair, plan to make the most of a trip by communicating with professors and advisers at the universities to schedule meetings or class presentations. Inform these professors about your attendance at the fair and encourage them to direct students your way.
1) Iowa State University has regular Career Fairs (People to People) each semester as well as an internship fair for the Greenlee School of Communication.
2) Drake University has a spring and fall career fair each semster.
3) Career Fairs at UNI have been attended but have not been very successful. if possible, research additional

Revision [54509]

Edited on 2019-02-28 10:15:19 by walker [Edit: 2018 lessons and Andrew additions]
Additions:
-[[http://wiki.votesmart.org/Health Health and dental benefits]]
Deletions:
-[[http://wiki.votesmart.org/Health Health benefits]]

Revision [21447]

Edited on 2018-05-22 17:35:23 by walker [removed minor unecessary items]
Deletions:
1) Misc Receipts (Try your best to get them filed promptly where appropriate)
1)On your desk should always be a file box that contains:
- Class/Account List (in HR drive hr>FINANCIALS>Current Bookkeeping)
- IRS Determination Letter (in HR drive hr>FINANCIALS>990 Forms and other Tax Info)

Revision [21428]

Edited on 2018-05-10 09:58:32 by walker [tidying up]
Additions:
- [[https://docs.google.com/spreadsheets/d/1rL_nOpX2dOsxIpqxQ0DbADij7Y2dOFrmEjJVKPoqtIY/edit#gid=1552018240 | University Advisors]]
1) Set up through [[http://my.megapath.com MegaPath]]
Deletions:
1) On/In your desk should be:
- Payroll folders for current year
- Applicants not hired/declined (interns and staff) for current year
dro - [[https://docs.google.com/spreadsheets/d/1rL_nOpX2dOsxIpqxQ0DbADij7Y2dOFrmEjJVKPoqtIY/edit#gid=1552018240 | University Advisors]]
1) Set up through [[my.megapath.com MegaPath]]

Revision [21427]

Edited on 2018-05-10 09:51:12 by walker [tidying up]
Additions:
**Tip:** Many people use our data, which is accessible via our Application Program Interface (API). You do not have to know everything about our data to manage subscriptions. The most important thing is to be very familiar with [[http://votesmart.org/share/api/register | our subscription prices]]. It is your job to guide communications to the right place (see above). Direct all upper level subscribers to the National Director for assessment.
Deletions:
**Tip: Many people use our data, which is accessible via our Application Program Interface (API). You do not have to know everything about our data to manage subscriptions. The most important thing is to be very familiar with [[http://votesmart.org/share/api/register | our subscription prices]]. It is your job to guide people to the right level of subscription price, as many of your requests will be people asking for reduced fees or exceptions. Direct all upper level subscribers to the National Director for assessment. **

Revision [21426]

Edited on 2018-05-10 09:50:05 by walker [tidying up]
Additions:
**Tip:** The “ network drives” are the folders you see on your computer desktop. Learn how to manage them: [[http://wiki.votesmart.org/ManagingInformation | ManagingInformation]]
Deletions:
Tip: The “ network drives” are the folders you see on your computer desktop. Learn how to manage them: [[http://wiki.votesmart.org/ManagingInformation | ManagingInformation]]

Revision [21424]

Edited on 2018-05-10 09:47:55 by walker [tidying up]
Additions:
2) [[http://www.howtogeek.com/school/gmail-guide/lesson3 Categorize your emails with labels]].
Deletions:
2) [[ http://www.howtogeek.com/school/gmail-guide/lesson3 | Categorize your emails with labels]].

Revision [21423]

Edited on 2018-05-10 09:46:41 by walker [tidying up]
Additions:
1) Social Media Clipperz: Development and Communications manages this account, thought it can be shared with others in the organization
1) [[https://www.dropbox.com DropBox]] - secure file communication
Deletions:
1) Social Media Clipperz: Development and Communications manages this account
1) [[www.dropbox.com DropBox]] - secure file communication

Revision [21422]

Edited on 2018-05-10 09:44:18 by walker [tidying up]
Additions:
1) [[http://wiki.votesmart.org/APIAdministration | Manage API subscriptions]] (currently handled by Development)
Deletions:
1) [[http://wiki.votesmart.org/APIAdministration | Manage API subscriptions]]

Revision [21379]

Edited on 2018-04-16 09:48:05 by walker [link to chores]
Additions:
1) OfficeChores / HotLine
Deletions:
1) Chores/Hotline

Revision [21223]

Edited on 2018-03-08 15:55:29 by walker [link to chores]
Deletions:
1) [[https://docs.google.com/spreadsheets/d/1il-swy_cPKTMNcVLgIyRhZHmyJOxPYXi7PmZ5FJx8Ng/edit | Copy of Arrivals and Departures]]
- Update Intern/Staff Arrival/Departure Info
- Periodically move previous months to next sheet

Revision [20942]

Edited on 2018-01-31 15:58:04 by walker [added link to admin file contents]
Additions:
**Tip: In HR drive hr>OFFICE MGMT &ADMINISTRATION>Records Management>Administrative Filing Schemes>2018 Administrative Filing Cabinet Contents**
**Tip: In HR drive hr>OFFICE MGMT &ADMINISTRATION>Records Management>2016 Administrative Files**
Deletions:
**Tip: In HR drive hr>OFFICE MGMT &ADMINISTRATION>Records Management>Loft Files**

Revision [20801]

Edited on 2018-01-18 12:57:14 by walker [change API links to APIAdministration page]
Additions:
1) [[http://wiki.votesmart.org/APIAdministration | Manage API subscriptions]]
1) [[http://wiki.votesmart.org/APIAdministration | API Subscription Management]]
Deletions:
1) [[http://wiki.votesmart.org/APIandDataRequests | Manage API subscriptions]]
1) [[http://wiki.votesmart.org/APIandDataRequests | API Subscription Management]]

Revision [20800]

Edited on 2018-01-18 12:55:29 by walker [change API links to APIAdministration page]
Additions:
1) [[http://wiki.votesmart.org/APIAdministration#hn_Subscription_Renewal API subscription renewal]]
Deletions:
1) API subscription’s

Revision [20626]

Edited on 2017-12-11 12:07:07 by walker [API updates]
Additions:
- An API subscription term ends on December 31 of the next even-numbered year following the date of registration, or the following even-numbered year if registering after November 1 of an even-numbered year. For example, all subscriptions paid for (not under special contract) before November 1, 2016, should be deactivated on December 31, 2016.
- Note that exceptions may exist for special contracts. See the [[https://drive.google.com/drive/folders/0B87LaMquO7qhNWlUSUNzbG5vQ1E Partnerships & Large API Users]] folder in Google Drive for the current year's special contracts.
Deletions:
- All subscriptions paid for (not under special contract) before November 2016 should be deactivated on December 31st, 2016.

Revision [20077]

Edited on 2017-05-23 10:37:17 by walker [IA updates 2]
Additions:
1) [[www.dropbox.com DropBox]] - secure file communication
1) In lieu of faxes
1) Accountants have access to "PBS Scans" folder
1) Login info in Clipperz
1) File Cabinet 6 and 7 (in National Director's Office)
- 6-2: current partnerships/contracts (When they become un-current, file them in Cabinet #5 where appropriate) and credit card statements
- 6-3: Current payroll files
- Filed annually in banker's box.
- Bottom Drawer (7): Current Employee Files & Applicants files
2) Current Intern Files
- Update anytime a staff member/intern leaves
1)Code the expense & write Check (except MegaPath phone bills: use Chase Visa)
1) Send to accountants [[https://docs.google.com/spreadsheets/d/1TNVoP_0MzdFDJsAekxs5TgbtP825EgnGUrjAQ7WRT9o/edit#gid=0 | if needed]] via DropBox
- Anything from Accident Fund (Workers Comp)
- Any equipment purchase totalling more than $500
- Chase Visa Statements (once coded)
1)File where appropriate (File Cabinet 6)
1)Previous Employee Mail (less likely in IA)
- Local university boards
dro - [[https://docs.google.com/spreadsheets/d/1rL_nOpX2dOsxIpqxQ0DbADij7Y2dOFrmEjJVKPoqtIY/edit#gid=1552018240 | University Advisors]]
1) Outreach through universities
1) HR - Create A New Admin Banker’s Box at end of calendar year
1) Audit, when necessary
1) A complete record is one that has an ****invoice AND a payment record**** (receipt). Keep in mind how we pay for certain purchases. Ex: A reimbursement is done with a check (from Wells Fargo account). Pull all documentation of why we processed that reimbursement and the carbon copy of the check. Can’t find the carbon copy? Don’t panic! Log on to Wells Fargo, find the check and print.
1) Keep these files pulled, even after the audit is complete, just in case. File them in the appropriate file box as a new folder “Audit materials”
1) Make corrections as needed & send back to accountants. Distribute to employees in office immediately when you receive the W2’s.
1) File away Cabinet 6 (except active employee files) in appropriate banker box
- This not automated and must be done through admin, with the help of DevComm.
1) Intern Files (every semester)
1) Supplies List
1) [[http://wiki.votesmart.org/PhoneManagement#hn_Voicemail_forwarding_unforwarding | Checking Voicemails Daily]]
1) Set up through [[my.megapath.com MegaPath]]
- Make sure a new employee has been assigned a phone
- After a new employee has been trained on phones, a mantis ticket will be put in to assign them to the appropriate line(s)
- Can be managed by another staff member (delegation is your friend!)
- There’s a more [[https://drive.google.com/open?id=134w7qjVmniR8LxnpkWwnruW2hil-qmImFi75zzQn0uU | detailed guide]] in the Operations folder of Google Drive.
Deletions:
Last Edited Nov. 2016
1) File Cabinet 6
- Bottom Drawer: current partnerships/contracts. (When they become un-current, file them in Cabinet #5 where appropriate.
1) File Cabinet 7
1) Top Drawer: Current Employee Files & Applicants files
1) Bottom Drawer: Current Intern Files
1) [[https://docs.google.com/spreadsheets/d/14KhekyjO1Y4ZJ5WvvZ1EKu4inJY61-S_YdyzbWVkNQY/edit#gid=4 | Ranch Information]]
- Update Intern/Staff Contact Info Periodically on “Contact Tab”
- Make sure Richard has an updated contact list
- Monitor Upcoming Runs
- Update anytime a staff member/intern leaves*[l]
1)Code [m]the expense & write Check (except Blackfoot Bills, use Chase Visa)
1) Send to accountants [[https://docs.google.com/spreadsheets/d/1TNVoP_0MzdFDJsAekxs5TgbtP825EgnGUrjAQ7WRT9o/edit#gid=0 | if needed]]
- Anything from Montana State Fund (Workers Comp)
- Anything totalling more than $500 (equipment purchase)
- American Express / Chase Visa Statements (once coded)
1)File where appropriate (in live files File Cabinet 6
- Top Drawer: paid invoices and current admin files.
- Bottom Drawer: current partnerships/contracts.)
1)Previous Employee Mail
- Craigslist (For Cook/Maintanance Only)
- [[https://docs.google.com/spreadsheets/d/1rL_nOpX2dOsxIpqxQ0DbADij7Y2dOFrmEjJVKPoqtIY/edit#gid=1552018240 | University Advisors]]
1) Mailings (Physical Snail Mail)
- Once a year, if that.
- Templates are in the internship drive.
- We should consider making new posters at some point.
- GET training from DevComm on how to do a mass mailing.
1) HR - Create A New Banker’s Box
1) Audit
1) A complete record is one that has an invoice AND a payment record. Keep in mind how we pay for certain purchases. Ex: A reimbursement is done with a check (from Wells Fargo account). Pull all documentation of why we processed that reimbursement and the carbon copy of the check. Can’t find the carbon copy? Don’t panic! Log on to Wells Fargo, find the check and print.
1) Keep these files pulled, even after the audit is complete, just in case. File them in the appropriate file box as a new folder “Audit materials”[o]
1) Make corrections as needed & send back to accountants. Distribute to employees immediately when you receive the W2’s.
1) File away Cabinet 6 in appropriate banker box
1) Intern Files
1)
1) Supplies List[p][q]
1) [[http://wiki.votesmart.org/PhoneManagement#hn_Voicemail_forwarding_unforwarding | Forwarding & Unforwarding, Checking Voicemails Daily]]
1) Your worst enemy: [[http://wiki.votesmart.org/PhoneManagement#hn_Programming_Phones_to_add_or_remove_phone_lines_change_the_persons_name_on_the_extension_or_otherwise_adjust_settings | Programing the Phones]]
- Make sure a new employee has been assigned the correct lines (if unsure ask dept. director)
- You can find out what lines they have through your phone, or just go to their physical phone and press Feature *0 to identify a button.
- Keep the M7208 Telephone User Guide (in your desk) close by.
- Play around with it until you’ve got it down.
- Definitely know how to [[http://wiki.votesmart.org/PhoneManagement#hn_How_to_add_features_transfer_external_transfer_handsfree_etc._to_employee_phones | Reprogram A Transfer Button]]
- You’ll need to refer to the [[http://wiki.votesmart.org/PhoneManagement#hn_Phone_Line_Inventory | Phone Line Inventory]] to know which lines to assign to people.
- Currently Managed by Jesus in PCT
- There’s a more [[https://drive.google.com/open?id=134w7qjVmniR8LxnpkWwnruW2hil-qmImFi75zzQn0uU | detailed guide]] in the Operations folder of Google Drive
1) Winter & Summer Olympics (? Depending on location)
- Assign teams 1 week prior
- Create [[https://docs.google.com/document/d/1djEK5j5UFmlE_CXyDXHr2o2IxHGfE7Ne9NNXMv38L-s/edit | spirit week schedule]]
- Create [[https://docs.google.com/document/d/1_jZkgahf0ZsRB4Qy1RuTRRXS3Bb71SVntwa9c0zi27U/edit#heading=h.mtdy4m6m9xq1 | Olympics day schedule]]
====Misc To Dos====
- This not automated. The method of how to go about deactivating those keys will need to be established with the help of Mike. Alternatively, Walker/Jamie will deactivate these keys manually.
1) Address Archive Clean-Out Project
1) The Internship wiki pages will need a complete overhaul.

Revision [20076]

Edited on 2017-05-23 09:57:22 by walker [ia updates]
Additions:
Tip: You are responsible for managing two Clipperz accounts, working with the National Director to keep the HR drives and Operations section of wiki.votesmart.org, current and accurate, submitting requests (tickets) to our IT department on Mantis for new intern/staff accounts, helping to manage API subscriptions (as necessary) and the staff page in [[https://www.skittles.votesmart.org/admin | Django]] .
- [[http://wiki.votesmart.org/NationalInterns | Intern Contact List]]
- [[http://wiki.votesmart.org/DrakeUniversity | Drake University]]
1) Create IT requests for network issues you may experience with the network, django, logins, etc.
1) Financial Clipperz: for logins that include sensitive financial information
- Login information for all accounts is stored in the safe
1) Purchasing/Services (Office Manager) Clipperz: for logins that don't include sensitive financial information
- Also, those accounts the National Director is less likely to use
1) Social Media Clipperz: Development and Communications manages this account
2) [[ http://www.howtogeek.com/school/gmail-guide/lesson3 | Categorize your emails with labels]].
3) Each Thursday of a payroll week, you will [[http://wiki.votesmart.org/CategoryHR#hn_Payroll_and_Time_Off | receive payroll stubs]] from the National Director/President. Paystubs should be printed and distributed to staff and filed on the network drive: hr/3-HUMAN RESOURCES/PAYROLL
2) officemgr@votesmart.org, jobs@, purchasing@
1) jobs@ and purchasing@ forward automatically to officemgr@, so the last is the only one you have to log into.
1) Procedure is to pass API requests on to memberhip@ if about a subscription, research@ if about data, and webmaster@ if an IT issue.
1) [[https://docs.google.com/a/votesmart.org/document/d/1DLWIm6grmY2doqbvJ4-9trhiZ3WIIx0Eu2wqAOoEFJ8/edit?usp=sharing | How to respond to API emails]]
- Top Drawer (6-1): paid invoices and current admin files.
Deletions:
Tip: You are responsible for managing two Clipperz accounts, working with the National Director to keep the HR drives and Operations section of wiki.votesmart.org, current and accurate, submitting requests (tickets) to our IT department on Mantis for new intern/staff accounts, managing API subscriptions and the staff page in [[https://www.skittles.votesmart.org/admin | Django]] .
- [[ http://wiki.votesmart.org/NationalInterns | MT Intern Contact List]]
1) Create IT requests for network issues you may experience with django, logins, etc.
1) Financial & Office Manager Clipperz
- Login information is stored in the safe
1) Development and Communications manages the Social Media Clipperz
1) [[ http://www.howtogeek.com/school/gmail-guide/lesson3 | Categorize your emails with labels]].
1) Austin Office
1) Lodge/Maintenance
- Lodge Chores
- Office Maintenance
1) Each Thursday of a payroll week, you will [[http://wiki.votesmart.org/CategoryHR#hn_Payroll_and_Time_Off | receive payroll stubs]] from the National Director. Paystubs should be printed and distributed to staff and filed on the network drive: hr/3-HUMAN RESOURCES/PAYROLL
1) officemgr@votesmart.org, jobs@, purchasing@
1)[[https://docs.google.com/a/votesmart.org/document/d/1DLWIm6grmY2doqbvJ4-9trhiZ3WIIx0Eu2wqAOoEFJ8/edit?usp=sharing | How to respond to API emails]]
- Top Drawer: paid invoices and current admin files.

Revision [20068]

Edited on 2017-05-16 15:17:47 by walker [added insurance info]
Additions:
1) [[http://wiki.votesmart.org/Insurance Insurance]]
-[[http://wiki.votesmart.org/Health Health benefits]]
- Business operations
Deletions:
1) Insurance
-Vehicles
-Health

Revision [19779]

Edited on 2017-04-19 15:28:34 by walker [added insurance info]
Additions:
======Office Manager - Internship Coordinator Position======
Deletions:
======Executive Assistant - Office Manager - Internship Coordinator Position======

Revision [19109]

Edited on 2017-04-12 16:58:59 by walker [added link]
Additions:
1) [[UpdatingStaffPage | Update the staff page]] [[http://skittles.votesmart.org/admin/about/staff | here]]
Deletions:
1) [[http://skittles.votesmart.org/admin/about/staff | Update the staff page]]

Revision [19107]

Edited on 2017-04-12 16:56:54 by walker [added link]
Deletions:
1) Intern Policies & Procedures Manual
- Finish Revisions
- Upload to wiki to replace the old one
1) Intern "skills" list (use to edit initial training docs and exit evals)
1) Revisit Hiring
- Robert DeVaughn (Full Stack)
- Kyle Jones (Data Wrangler)
- William McMullin (Remote Research)
- Kim Wilson (Front End Dev)

Revision [18708]

Edited on 2016-11-22 09:46:06 by walker [added link]
Additions:
- If we cannot identify a mailing address, write "Return to Sender"

Revision [18706]

Edited on 2016-11-22 08:51:05 by ashleyk [added link]
Additions:
1) File Away old
1) Create New Pay Period & Check Date Sheet (refer Payroll-Related Postings in Payroll file of HR PVS drive)
1) Create Physical folders that match the pay schedule sheet
1) Create a new folder in the HR PVS drive and sub-folders that match the pay schedule sheet
1) Audit
1) Your job is to pull all the files requested by our auditors.
1) A complete record is one that has an invoice AND a payment record. Keep in mind how we pay for certain purchases. Ex: A reimbursement is done with a check (from Wells Fargo account). Pull all documentation of why we processed that reimbursement and the carbon copy of the check. Can’t find the carbon copy? Don’t panic! Log on to Wells Fargo, find the check and print.
1) Keep these files pulled, even after the audit is complete, just in case. File them in the appropriate file box as a new folder “Audit materials”[o]
1) W2’s
1) Compare contact info of employees sent by Practical Business Services with the Master Alumni List.
1) Make corrections as needed & send back to accountants. Distribute to employees immediately when you receive the W2’s.
1) File away Cabinet 6 in appropriate banker box
1) Top Drawer only: yearly paid invoices and admin files.
1) Remember, by fiscal year!
1) Intern Files
1) File away Annually in banker box
1) MAKE SURE THEY ARE ADDED TO MASTER ALUMNI LIST
1) Keep Alphabetical
1) Dispose of intern records > 7 years old
1)
1) Supplies List[p][q]
1) Your Best friend: http://wiki.votesmart.org/OfficeEquipment
1) Login to Amazon (login info in Clipperz) and go to our past orders as a cheat sheet of what to buy and how much to buy.
1) NEVER let the office run out of coffee. Never. Buy 4-5 containers of coffee at a time. Reorder when you’re on the last two containers.
1) Periodically email the department directors and ask if they need anything.
1) If DevComm asks you to order something for the postage machine, refer to [[http://wiki.votesmart.org/OfficeEquipment#hn_About_the_Postage_Scale_and_System | here]].
1) [[http://wiki.votesmart.org/PrintTonerStatus | For printers! If you need toner! Go here!]]
1) The Phone System
1) [[http://wiki.votesmart.org/PhoneManagement#hn_Voicemail_forwarding_unforwarding | Forwarding & Unforwarding, Checking Voicemails Daily]]
1) Your worst enemy: [[http://wiki.votesmart.org/PhoneManagement#hn_Programming_Phones_to_add_or_remove_phone_lines_change_the_persons_name_on_the_extension_or_otherwise_adjust_settings | Programing the Phones]]
- Make sure a new employee has been assigned the correct lines (if unsure ask dept. director)
- You can find out what lines they have through your phone, or just go to their physical phone and press Feature *0 to identify a button.
- Keep the M7208 Telephone User Guide (in your desk) close by.
- Play around with it until you’ve got it down.
- Definitely know how to [[http://wiki.votesmart.org/PhoneManagement#hn_How_to_add_features_transfer_external_transfer_handsfree_etc._to_employee_phones | Reprogram A Transfer Button]]
- You’ll need to refer to the [[http://wiki.votesmart.org/PhoneManagement#hn_Phone_Line_Inventory | Phone Line Inventory]] to know which lines to assign to people.
1) [[http://wiki.votesmart.org/CategoryOffice#hn_Office_Chores | Assign Office Chores]] (weekly)
- Currently Managed by Jesus in PCT
- [[https://docs.google.com/a/votesmart.org/spreadsheets/d/1SzR8Qob1XNRSF4eNnntGfmpdo2f_GO68BFBXgKRDJ00/edit?usp=sharing | Old Template]], if you need.
1) [[http://wiki.votesmart.org/CategoryOffice#hn_Officewide_Cleanups | Office-wide Clean-ups]] (twice a year)
- There’s a [[http://wiki.votesmart.org/OfficewideCleanups | general guide]] on the wiki.
- There’s a more [[https://drive.google.com/open?id=134w7qjVmniR8LxnpkWwnruW2hil-qmImFi75zzQn0uU | detailed guide]] in the Operations folder of Google Drive
1) Winter & Summer Olympics (? Depending on location)
- Assign teams 1 week prior
- Create [[https://docs.google.com/document/d/1djEK5j5UFmlE_CXyDXHr2o2IxHGfE7Ne9NNXMv38L-s/edit | spirit week schedule]]
- Create [[https://docs.google.com/document/d/1_jZkgahf0ZsRB4Qy1RuTRRXS3Bb71SVntwa9c0zi27U/edit#heading=h.mtdy4m6m9xq1 | Olympics day schedule]]
1) Intern Policies & Procedures Manual
- Finish Revisions
- Upload to wiki to replace the old one
1) Intern "skills" list (use to edit initial training docs and exit evals)
1) API subscription’s
- All subscriptions paid for (not under special contract) before November 2016 should be deactivated on December 31st, 2016.
- This not automated. The method of how to go about deactivating those keys will need to be established with the help of Mike. Alternatively, Walker/Jamie will deactivate these keys manually.
1) Address Archive Clean-Out Project
1) Revisit Hiring
- Robert DeVaughn (Full Stack)
- Kyle Jones (Data Wrangler)
- William McMullin (Remote Research)
- Kim Wilson (Front End Dev)
1) The Internship wiki pages will need a complete overhaul.
Deletions:
File Away old
2. Create New Pay Period & Check Date Sheet (refer Payroll-Related Postings in Payroll file of HR PVS drive)
3. Create Physical folders that match the pay schedule sheet
4. Create a new folder in the HR PVS drive and sub-folders that match the pay schedule sheet
1. Audit
1. Your job is to pull all the files requested by our auditors.
2. A complete record is one that has an invoice AND a payment record. Keep in mind how we pay for certain purchases. Ex: A reimbursement is done with a check (from Wells Fargo account). Pull all documentation of why we processed that reimbursement and the carbon copy of the check. Can’t find the carbon copy? Don’t panic! Log on to Wells Fargo, find the check and print.
3. Keep these files pulled, even after the audit is complete, just in case. File them in the appropriate file box as a new folder “Audit materials”[o]
1. W2’s
1. Compare contact info of employees sent by Practical Business Services with the Master Alumni List.
2. Make corrections as needed & send back to accountants. Distribute to employees immediately when you receive the W2’s.
1. File away Cabinet 6 in appropriate banker box
1. Top Drawer only: yearly paid invoices and admin files.
2. Remember, by fiscal year!
1. Intern Files
1. File away Annually in banker box
2. MAKE SURE THEY ARE ADDED TO MASTER ALUMNI LIST
3. Keep Alphabetical
4. Dispose of intern records > 7 years old
1. Supplies List[p][q]
1. Your Best friend: http://wiki.votesmart.org/OfficeEquipment
1. Login to Amazon (login info in Clipperz) and go to our past orders as a cheat sheet of what to buy and how much to buy.
2. NEVER let the office run out of coffee. Never. Buy 4-5 containers of coffee at a time. Reorder when you’re on the last two containers.
3. Periodically email the department directors and ask if they need anything.
4. If DevComm asks you to order something for the postage machine, refer to [[http://wiki.votesmart.org/OfficeEquipment#hn_About_the_Postage_Scale_and_System | here]].
1. [[http://wiki.votesmart.org/PrintTonerStatus | For printers! If you need toner! Go here!]]
1. The Phone System
1. [[http://wiki.votesmart.org/PhoneManagement#hn_Voicemail_forwarding_unforwarding | Forwarding & Unforwarding, Checking Voicemails Daily]]
2. Your worst enemy: [[http://wiki.votesmart.org/PhoneManagement#hn_Programming_Phones_to_add_or_remove_phone_lines_change_the_persons_name_on_the_extension_or_otherwise_adjust_settings | Programing the Phones]]
1. Make sure a new employee has been assigned the correct lines (if unsure ask dept. director)
2. You can find out what lines they have through your phone, or just go to their physical phone and press Feature *0 to identify a button.
3. Keep the M7208 Telephone User Guide (in your desk) close by.
4. Play around with it until you’ve got it down.
5. Definitely know how to [[http://wiki.votesmart.org/PhoneManagement#hn_How_to_add_features_transfer_external_transfer_handsfree_etc._to_employee_phones | Reprogram A Transfer Button]]
6. You’ll need to refer to the [[http://wiki.votesmart.org/PhoneManagement#hn_Phone_Line_Inventory | Phone Line Inventory]] to know which lines to assign to people.
1. [[http://wiki.votesmart.org/CategoryOffice#hn_Office_Chores | Assign Office Chores]] (weekly)
1. Currently Managed by Jesus in PCT
2. [[https://docs.google.com/a/votesmart.org/spreadsheets/d/1SzR8Qob1XNRSF4eNnntGfmpdo2f_GO68BFBXgKRDJ00/edit?usp=sharing | Old Template]], if you need.
1. [[http://wiki.votesmart.org/CategoryOffice#hn_Officewide_Cleanups | Office-wide Clean-ups]] (twice a year)
1. There’s a [[http://wiki.votesmart.org/OfficewideCleanups | general guide]] on the wiki.
2. There’s a more [[https://drive.google.com/open?id=134w7qjVmniR8LxnpkWwnruW2hil-qmImFi75zzQn0uU | detailed guide]] in the Operations folder of Google Drive
1. Winter & Summer Olympics (? Depending on location)
1. Assign teams 1 week prior
2. Create [[https://docs.google.com/document/d/1djEK5j5UFmlE_CXyDXHr2o2IxHGfE7Ne9NNXMv38L-s/edit | spirit week schedule]]
3. Create [[https://docs.google.com/document/d/1_jZkgahf0ZsRB4Qy1RuTRRXS3Bb71SVntwa9c0zi27U/edit#heading=h.mtdy4m6m9xq1 | Olympics day schedule]]
1. Intern Policies & Procedures Manual
1. Finish Revisions
2. Upload to wiki to replace the old one
1. API subscription’s
1. All subscriptions paid for (not under special contract) before November 2016 should be deactivated on December 31st, 2016.
2. This not automated. The method of how to go about deactivating those keys will need to be established with the help of Mike. Alternatively, Walker/Jamie will deactivate these keys manually.
1. Deactivate Hotline 2 (call Blackfoot)
2. Office Move & Cleaning
3. Address Archive Clean-Out Project
4. Revisit Hiring
1. Robert DeVaughn (Full Stack)
2. Kyle Jones (Data Wrangler)
3. William McMullin (Remote Research)
1. Revisit Intern Policies & Procedures Edits & Intern Skills List
2. Revisit Internship Project Wiki Page

Revision [18705]

Edited on 2016-11-21 16:07:06 by ashleyk [added link]
Additions:
1) HR - Create A New Banker’s Box
**Tip: Use the template labels found in hr drive hr>Office MGMT & Admin >Records Management>Link to Archives Files (barn)**
1) Payroll Files
File Away old
Deletions:
1. HR - Create A New Banker’s Box
Tip: Use the template labels found in hr drive hr>Office MGMT & Admin >Records Management>Link to Archives Files (barn)
1. Payroll Files
1. File Away old

Revision [18704]

Edited on 2016-11-21 16:03:41 by ashleyk [added link]
Additions:
-**See the [[http://wiki.votesmart.org/NationalInternshipCoordination | Internship Coordination]] section of the wiki** & Memorize it! Internship drive internship>National Internship Program
Deletions:
-**See the Internship Coordination section of the wiki** & Memorize it! Internship drive internship>National Internship Program

Revision [18703]

Edited on 2016-11-21 16:02:33 by ashleyk [added link]
Additions:
1) Processing Applications, Interviewing, Onboarding, Management
Deletions:
1)Processing Applications, Interviewing, Onboarding, Management

Revision [18702]

Edited on 2016-11-21 16:01:51 by ashleyk [added link]
Additions:
1)Processing Applications, Interviewing, Onboarding, Management
-**See the Internship Coordination section of the wiki** & Memorize it! Internship drive internship>National Internship Program
Deletions:
1)Processing Applications, Interviewing, Onboarding, Management -**See the Internship Coordination section of the wiki** & Memorize it! Internship drive internship>National Internship Program

Revision [18701]

Edited on 2016-11-21 16:01:18 by ashleyk [added link]
Additions:
1)Posting Openings
**Tip: Internship descriptions in internship drive internship>National Internship Program>Intern Hiring & Recruitment**
1)Processing Applications, Interviewing, Onboarding, Management -**See the Internship Coordination section of the wiki** & Memorize it! Internship drive internship>National Internship Program
Deletions:
**Tip: Internship descriptions in internship drive internship>National Internship Program>Intern Hiring & Recruitment**
1) Processing Applications, Interviewing, Onboarding, Management -**See the Internship Coordination section of the wiki** & Memorize it! Internship drive internship>National Internship Program

Revision [18700]

Edited on 2016-11-21 16:00:54 by ashleyk [added link]
Additions:
1) Processing Applications, Interviewing, Onboarding, Management -**See the Internship Coordination section of the wiki** & Memorize it! Internship drive internship>National Internship Program
Deletions:
Processing Applications, Interviewing, Onboarding, Management -**See the Internship Coordination section of the wiki** & Memorize it! Internship drive internship>National Internship Program

Revision [18699]

Edited on 2016-11-21 16:00:26 by ashleyk [added link]
Additions:
1) Posting Openings
- Indeed
- Idealist
- Employment Crossing
- Nonprofit Times
- The Nonprofit Network
- Roll Call (For National Director Search Only)
- LinkedIn (For National Director Search Only)
- StackOverflow (For IT positions only)
- WorkingNotWorking (For Web Designer Only)
- Craigslist (For Cook/Maintanance Only)
**Tip: In HR drive hr>Human Resources>New Hires>Job Descriptions**
1) Processing Applications, Interviewing, Onboarding, Management, Departures
** **See the [[http://wiki.votesmart.org/CategoryHR | HR section]] of the wiki**& Memorize it!** And In HR PVS drive hr>Human Resources
**Tip: Gain access to the Internship Coordination Google Calendar**
1) Posting Openings
1) [[https://docs.google.com/spreadsheets/d/1HQHaE3FRGiOdoijDDiTRPAw6pNp97cN-HNl-ACtq5aE/edit | Internship Postings]] (University Job Boards)
- Update as postings become expired
- Update links as needed
1) Mass Emails (Use iContact)
- [[https://docs.google.com/spreadsheets/d/1EhtUicfXsupLaYuORwNBc44JASUr5vaivw-BJnPB2tI/edit | Career Centers]]
- [[https://docs.google.com/spreadsheets/d/1L37FA5JMApc1LtxCaES39mJss8sESC52RgQtceCtR68/edit | Political Science Depts]]
- [[https://docs.google.com/spreadsheets/d/1daNjn_UI01FxYcY6KYp_xtzCMSR4EqktrxTAURYQMQg/edit | Journalism/Comm Depts]]
- [[https://docs.google.com/spreadsheets/d/1rL_nOpX2dOsxIpqxQ0DbADij7Y2dOFrmEjJVKPoqtIY/edit#gid=1552018240 | University Advisors]]
**Tip: See recruiting tImeline in internship drive: /internship/National Internship Program/Recruiting Timeline_2014_2015 Update.jpg**
1) Mailings (Physical Snail Mail)
- Once a year, if that.
- Templates are in the internship drive.
- We should consider making new posters at some point.
- GET training from DevComm on how to do a mass mailing.
**Tip: Internship descriptions in internship drive internship>National Internship Program>Intern Hiring & Recruitment**
Processing Applications, Interviewing, Onboarding, Management -**See the Internship Coordination section of the wiki** & Memorize it! Internship drive internship>National Internship Program
Deletions:
1. Posting Openings
1. Indeed
2. Idealist
3. Employment Crossing
4. Nonprofit Times
5. The Nonprofit Network
6. Roll Call (For National Director Search Only)
7. LinkedIn (For National Director Search Only)
8. StackOverflow (For IT positions only)
9. WorkingNotWorking (For Web Designer Only)
10. Craigslist (For Cook/Maintanance Only)
Tip: In HR drive hr>Human Resources>New Hires>Job Descriptions
1. Processing Applications, Interviewing, Onboarding, Management, Departures
1. **See the [[http://wiki.votesmart.org/CategoryHR | HR section]] of the wiki**& Memorize it!
2. In HR PVS drive hr>Human Resources
Tip: Gain access to the Internship Coordination Google Calendar
1. Posting Openings
1. [[https://docs.google.com/spreadsheets/d/1HQHaE3FRGiOdoijDDiTRPAw6pNp97cN-HNl-ACtq5aE/edit | Internship Postings]] (University Job Boards)
1. Update as postings become expired
2. Update links as needed
1. Mass Emails (Use iContact)
1. Poli Sci Department
2. Journalism/Comm
3. Career Centers
4. Advisors
Tip: See recruiting tImeline in internship drive: /internship/National Internship Program/Recruiting Timeline_2014_2015 Update.jpg
1. Mailings (Physical Snail Mail)
1. Once a year, if that.
2. Templates are in the internship drive.
3. We should consider making new posters at some point.
4. GET training from DevComm on how to do a mass mailing.
1. University Contact Lists
1. Career Centers
2. Political Science Depts
3. Journalism/Comm Depts
4. University Advisors
Tip: Internship descriptions in internship drive internship>National Internship Program>Intern Hiring & Recruitment
1. Processing Applications, Interviewing, Onboarding, Management
**See the Internship Coordination section of the wiki** & Memorize it! Internship drive internship>National Internship Program

Revision [18698]

Edited on 2016-11-21 15:55:07 by ashleyk [added link]
Additions:
1)Google Drive
**Tip: Google Drive v.s. PVS Drive -Think of your Google Drive as the place for spreadsheets, documents, etc., that are in need of frequent updating or sharing (live files). The PVS Drive is a more permanent record (digital archives) of these things. **
1) Must-Haves in Google Drive:
1) [[https://drive.google.com/drive/folders/0B2zthAeImOhAWDNLMElwcXNJakU?usp=sharing | Operations Folder]]
1) [[https://drive.google.com/drive/u/0/folders/0B2zthAeImOhAfklDal9TcW9JbjVzX1lWSl9RR3ZSRUZDeUc2VkJsUVZqd3FDV0t6VGdPRG8 | HR - National Interns]]
1) [[https://drive.google.com/drive/u/0/folders/0B7zoxT69QxEsZnQyZGNjYzliWnc | HR- Internship Recruitment]]
1) [[https://docs.google.com/spreadsheets/d/1il-swy_cPKTMNcVLgIyRhZHmyJOxPYXi7PmZ5FJx8Ng/edit | Copy of Arrivals and Departures]]
- Update Intern/Staff Arrival/Departure Info
- Periodically move previous months to next sheet
1) [[https://docs.google.com/spreadsheets/d/14KhekyjO1Y4ZJ5WvvZ1EKu4inJY61-S_YdyzbWVkNQY/edit#gid=4 | Ranch Information]]
- Update Intern/Staff Contact Info Periodically on “Contact Tab”
- Make sure Richard has an updated contact list
- Monitor Upcoming Runs
1) [[https://docs.google.com/spreadsheets/d/1mk-BkGzBOYo0jF-KRCCqFwWl6iMWBZChN8z4opwWMSU/edit | Master Alumni List]]
- Update anytime a staff member/intern leaves*[l]
- Refer to when forwarding past employee/intern mail
- Use for Alumni outreach initiatives
1) Current Intern Recruitment ([[https://docs.google.com/spreadsheets/d/1kMwFk5m38Yxz78jmdfU6g59g0EqoeSsgN_Hxavf87fI/edit | use this format]])
- Share with Dept. Directors
- Track Applicants
1) [[https://docs.google.com/spreadsheets/d/1qg5emBXoKMM0p6EObbXugtgNlo0dMCvtJ1Q5VOYbsog/edit | Intern Time/Eval Tracking]]
- Share with Directors/Supervisors
- Update when a new intern arrives
1) [[https://docs.google.com/spreadsheets/d/1HQHaE3FRGiOdoijDDiTRPAw6pNp97cN-HNl-ACtq5aE/edit | Internship Postings]]
- Update as postings become expired
- Update links as needed
1) University Contact Lists (for mailings)
- [[https://docs.google.com/spreadsheets/d/1EhtUicfXsupLaYuORwNBc44JASUr5vaivw-BJnPB2tI/edit | Career Centers]]
- [[https://docs.google.com/spreadsheets/d/1L37FA5JMApc1LtxCaES39mJss8sESC52RgQtceCtR68/edit | Political Science Depts]]
- [[https://docs.google.com/spreadsheets/d/1daNjn_UI01FxYcY6KYp_xtzCMSR4EqktrxTAURYQMQg/edit | Journalism/Comm Depts]]
- [[https://docs.google.com/spreadsheets/d/1rL_nOpX2dOsxIpqxQ0DbADij7Y2dOFrmEjJVKPoqtIY/edit#gid=1552018240 | University Advisors]]
**Tip: Periodically save these documents in their appropriate place in the PVS internship/hr drives.**
1) Incoming Mail
1) [[http://wiki.votesmart.org/CategoryBookKeeping#hn_Bills | Bills]]
1) Standard Procedure:
1)Review for correctness
1)Code [m]the expense & write Check (except Blackfoot Bills, use Chase Visa)
1)Pass on to National Director
1) Send to accountants [[https://docs.google.com/spreadsheets/d/1TNVoP_0MzdFDJsAekxs5TgbtP825EgnGUrjAQ7WRT9o/edit#gid=0 | if needed]]
- Anything Tax Related
- Anything from Montana State Fund (Workers Comp)
- Anything totalling more than $500 (equipment purchase)
- Any reimbursement to Walker, RK or AK.
- American Express / Chase Visa Statements (once coded)
- Any insurance related items (health or otherwise)
1) Statements/Other Updates
1)Determine if action is needed
1)Give to National Director for Review
1)Send to Accountants if needed
1)File where appropriate (in live files File Cabinet 6
- Top Drawer: paid invoices and current admin files.
- Bottom Drawer: current partnerships/contracts.)
1)Previous Employee Mail
1) Look up contact info in [[https://docs.google.com/spreadsheets/d/1mk-BkGzBOYo0jF-KRCCqFwWl6iMWBZChN8z4opwWMSU/edit | Master Alumni List]]
1) Cross out our address
1) Write “Ship To (current address)”
1) Send out for redelivery
**Tip: We can only forward First Class mail (the mail type is printed in the right hand corner of a letter), not presorted, nonprofit, etc. Anything you receive that is not First Class (usually credit card offers, magazines, nonprofit letters) you can tear up and throw out. If you notice that an employee has reoccurring mail that is really annoying to receive, contact them and ask them to change their address with that service. **
1) Everything Else
- Use your judgement
- If you are unsure, ask the National Director
Deletions:
1. Google Drive
Tip: Google Drive v.s. PVS Drive -Think of your Google Drive as the place for spreadsheets, documents, etc., that are in need of frequent updating or sharing (live files). The PVS Drive is a more permanent record (digital archives) of these things.
1. Must-Haves in Google Drive:
1. [[https://drive.google.com/drive/folders/0B2zthAeImOhAWDNLMElwcXNJakU?usp=sharing | Operations Folder]]
1. [[https://drive.google.com/drive/u/0/folders/0B2zthAeImOhAfklDal9TcW9JbjVzX1lWSl9RR3ZSRUZDeUc2VkJsUVZqd3FDV0t6VGdPRG8 | HR - National Interns]]
2. [[https://drive.google.com/drive/u/0/folders/0B7zoxT69QxEsZnQyZGNjYzliWnc | HR- Internship Recruitment]]
3. [[https://docs.google.com/spreadsheets/d/1il-swy_cPKTMNcVLgIyRhZHmyJOxPYXi7PmZ5FJx8Ng/edit | Copy of Arrivals and Departures]]
1. Update Intern/Staff Arrival/Departure Info
2. Periodically move previous months to next sheet
1. [[https://docs.google.com/spreadsheets/d/14KhekyjO1Y4ZJ5WvvZ1EKu4inJY61-S_YdyzbWVkNQY/edit#gid=4 | Ranch Information]]
1. Update Intern/Staff Contact Info Periodically on “Contact Tab”
2. Make sure Richard has an updated contact list
3. Monitor Upcoming Runs
1. Etc.
1. [[https://docs.google.com/spreadsheets/d/1mk-BkGzBOYo0jF-KRCCqFwWl6iMWBZChN8z4opwWMSU/edit | Master Alumni List]]
1. Update anytime a staff member/intern leaves*[l]
2. Refer to when forwarding past employee/intern mail
3. Use for Alumni outreach initiatives
1. Current Intern Recruitment ([[https://docs.google.com/spreadsheets/d/1kMwFk5m38Yxz78jmdfU6g59g0EqoeSsgN_Hxavf87fI/edit | use this format]])
1. Share with Dept. Directors
2. Track Applicants
1. [[https://docs.google.com/spreadsheets/d/1qg5emBXoKMM0p6EObbXugtgNlo0dMCvtJ1Q5VOYbsog/edit | Intern Time/Eval Tracking]]
1. Share with Directors/Supervisors
2. Update when a new intern arrives
1. [[https://docs.google.com/spreadsheets/d/1HQHaE3FRGiOdoijDDiTRPAw6pNp97cN-HNl-ACtq5aE/edit | Internship Postings]]
1. Update as postings become expired
2. Update links as needed
1. University Contact Lists (for mailings)
1. [[https://docs.google.com/spreadsheets/d/1EhtUicfXsupLaYuORwNBc44JASUr5vaivw-BJnPB2tI/edit | Career Centers]]
2. [[https://docs.google.com/spreadsheets/d/1L37FA5JMApc1LtxCaES39mJss8sESC52RgQtceCtR68/edit | Political Science Depts]]
3. [[https://docs.google.com/spreadsheets/d/1daNjn_UI01FxYcY6KYp_xtzCMSR4EqktrxTAURYQMQg/edit | Journalism/Comm Depts]]
4. [[https://docs.google.com/spreadsheets/d/1rL_nOpX2dOsxIpqxQ0DbADij7Y2dOFrmEjJVKPoqtIY/edit#gid=1552018240 | University Advisors]]
Tip: Periodically save these documents in their appropriate place in the PVS internship/hr drives.
1. Incoming Mail
1. [[http://wiki.votesmart.org/CategoryBookKeeping#hn_Bills | Bills]]
1. Standard Procedure:
1. Review for correctness
2. Code [m]the expense & write Check (except Blackfoot Bills, use Chase Visa)
3. Pass on to National Director
4. Send to accountants [[https://docs.google.com/spreadsheets/d/1TNVoP_0MzdFDJsAekxs5TgbtP825EgnGUrjAQ7WRT9o/edit#gid=0 | if needed]]
1. Anything Tax Related
2. Anything from Montana State Fund
3. Anything totalling more than $500 (equipment purchase)
4. Any reimbursement to Walker, RK or AK.
5. American Express / Chase Visa Statements (once coded)
6. Any insurance related items (health or otherwise)
1. Statements/Other Updates
1. Determine if action is needed
2. Give to National Director for Review
3. Send to Accountants if needed
4. File where appropriate (in live files File Cabinet 6
1. Top Drawer: paid invoices and current admin files.
2. Bottom Drawer: current partnerships/contracts.)
1. Previous Employee Mail
1. Look up contact info in [[https://docs.google.com/spreadsheets/d/1mk-BkGzBOYo0jF-KRCCqFwWl6iMWBZChN8z4opwWMSU/edit | Master Alumni List]]
2. Cross out our address
3. Write “Ship To (current address)”
4. Send out for redelivery
Tip: We can only forward First Class mail (the mail type is printed in the right hand corner of a letter), not presorted, nonprofit, etc. Anything you receive that is not First Class (usually credit card offers, magazines, nonprofit letters) you can tear up and throw out. If you notice that an employee has reoccurring mail that is really annoying to receive, contact them and ask them to change their address with that service.
1. Everything Else
1. Use your judgement
2. If you are unsure, ask the National Director

Revision [18697]

Edited on 2016-11-21 15:45:20 by ashleyk [added link]
Additions:
**Tip: The “ network drives” are the folders you see on your computer desktop. Learn how to manage them: [[http://wiki.votesmart.org/ManagingInformation | ManagingInformation]]**
Deletions:
**Tip: The “ network drives” are the folders you see on your computer desktop. Learn how to manage them: [[http://wiki.votesmart.org/ManagingInformation | ManagingInformation]]**

Revision [18696]

Edited on 2016-11-21 15:44:51 by ashleyk [added link]
Additions:
1) [[http://wiki.votesmart.org/CategoryBookKeeping | Bills to Pay]]
Deletions:
1) http://wiki.votesmart.org/CategoryBookKeeping | Bills to Pay]]

Revision [18695]

Edited on 2016-11-21 15:43:54 by ashleyk [added link]
Additions:
1) http://wiki.votesmart.org/CategoryBookKeeping | Bills to Pay]]
Deletions:
1) http://wiki.votesmart.org/CategoryBookKeeping#hn_Bills | Bills to Pay]]

Revision [18694]

Edited on 2016-11-21 15:43:18 by ashleyk [added link]
Additions:
**Tip: Many people use our data, which is accessible via our Application Program Interface (API). You do not have to know everything about our data to manage subscriptions. The most important thing is to be very familiar with [[http://votesmart.org/share/api/register | our subscription prices]]. It is your job to guide people to the right level of subscription price, as many of your requests will be people asking for reduced fees or exceptions. Direct all upper level subscribers to the National Director for assessment. **
- Staff Applications: Review them promptly. If qualified, print out their application and provided attachments and send them an interview request (see [[https://docs.google.com/a/votesmart.org/document/d/1Mr4Sj6GhraLfz6Vzu7fRT6L4v5xtGc10UljDqGE2me4/edit?usp=sharing | Staff Hiring Template Responses]]).
Deletions:
**Tip: Many people use our data, which is accessible via our Application Program Interface (API). You do not have to know everything about our data to manage subscriptions. The most important thing is to be very familiar with [[http://votesmart.org/share/api/register | our subscription prices]]. It is your job to guide people to the right level of subscription price, as many of your requests will be people asking for reduced fees or exceptions. Direct all upper level subscribers to the National Director for assessment. **
1)Staff Applications: Review them promptly. If qualified, print out their application and provided attachments and send them an interview request (see [[https://docs.google.com/a/votesmart.org/document/d/1Mr4Sj6GhraLfz6Vzu7fRT6L4v5xtGc10UljDqGE2me4/edit?usp=sharing | Staff Hiring Template Responses]]).

Revision [18693]

Edited on 2016-11-21 15:41:56 by ashleyk [added link]
Additions:
- If the account balance is below $20,000, tell the National Director and [[http://wiki.votesmart.org/CategoryBookKeeping#hn_Checking_Account_Balance_and_Transfers | follow these guidelines]].
Deletions:
- If the account balance is below $20,000, tell the National Director and [[http://wiki.votesmart.org/CategoryBookKeeping#hn_Checking_Account_Balance_and_Transfers | follow these guidelines]].

Revision [18692]

Edited on 2016-11-21 15:41:20 by ashleyk [added link]
Additions:
- Office Supply Requests
- University Contacts
- University Posting
-Vehicles
-Health
- Lodge Chores
- Office Maintenance
**Tip: Many people use our data, which is accessible via our Application Program Interface (API). You do not have to know everything about our data to manage subscriptions. The most important thing is to be very familiar with [[http://votesmart.org/share/api/register | our subscription prices]]. It is your job to guide people to the right level of subscription price, as many of your requests will be people asking for reduced fees or exceptions. Direct all upper level subscribers to the National Director for assessment. **
**Tip: This position requires the filing and management of both “live” and “archived” files. Understand where your files are: (in HR drive hr/1-OFFICE MGMT AND ADMINISTRATION/Records Management)**
1) Priority Files
1) On your desk should always be a “To-Do” file box, which contains a folder for:
1) Internship applicants
- Applicants potential/in progress
- Applicants accepted/to [[http://wiki.votesmart.org/NationalInternshipCoordination#hn_Managing_Interns | make files]]
1) Staff applicants
- Applicants potential/in progress
- Applicants accepted/to [[http://wiki.votesmart.org/CategoryHR#hn_Immediately_Prior_to_Arrival | make files]]
1) http://wiki.votesmart.org/CategoryBookKeeping#hn_Bills | Bills to Pay]]
1) Misc Receipts (Try your best to get them filed promptly where appropriate)
1) Reimbursements
1) [[http://wiki.votesmart.org/CategoryBookKeeping#hn_Reporting_to_Our_Accountants | To Send to Accountants]]
1)On your desk should always be a file box that contains:
- Class/Account List (in HR drive hr>FINANCIALS>Current Bookkeeping)
- IRS Determination Letter (in HR drive hr>FINANCIALS>990 Forms and other Tax Info)
**Tip: The “ network drives” are the folders you see on your computer desktop. Learn how to manage them: [[http://wiki.votesmart.org/ManagingInformation | ManagingInformation]]**
1) On/In your desk should be:
- Payroll folders for current year
- Applicants not hired/declined (interns and staff) for current year
1) Active Files & Contracts
1) File Cabinet 6
- Top Drawer: paid invoices and current admin files.
- Bottom Drawer: current partnerships/contracts. (When they become un-current, file them in Cabinet #5 where appropriate.
1) File Cabinet 7
1) Top Drawer: Current Employee Files & Applicants files
- When they depart, file in Cabinet #4 where appropriate. Make sure they are added to master alumni list. Keep Applicant files for 1 year.
1) Bottom Drawer: Current Intern Files
- File away annually in banker box. Dispose of intern records > 7 years old. Make sure they are added to master alumni list.
**Tip: In HR drive hr>OFFICE MGMT &ADMINISTRATION>Records Management>Loft Files**
1) Archived Files & Records
1) File Cabinet 1-5
- Less used than active files, but still needed and must be updated occasionally
- File Cabinet 4 is where you file departed employee files and where to go for reference checks
**Tip: In HR drive hr>OFFICE MGMT & ADMINISTRATION>Records Management>Loft Files**
- Past intern files are in boxes, not cabinets. Keep most recent near you and file others in barn.
**Tip: In HR drive hr>OFFICE MGMT & ADMINISTRATION>Records Management>Link To Archives Files (barn)> PVS Archives & Records Inventory
IMPORTANT: We operate on a fiscal year that is different from a calendar year. Our Fiscal year ends in March/begins in April of each year. Make life easy for yourself and file records according to the fiscal year. **
Deletions:
1) Office Supply Requests
1) University Contacts
1) University Posting
1) Vehicles
1) Health
1) Lodge Chores
1) Office Maintenance
Tip: Many people use our data, which is accessible via our Application Program Interface (API). You do not have to know everything about our data to manage subscriptions. The most important thing is to be very familiar with [[http://votesmart.org/share/api/register | our subscription prices]]. It is your job to guide people to the right level of subscription price, as many of your requests will be people asking for reduced fees or exceptions. Direct all upper level subscribers to the National Director for assessment.
Tip: This position requires the filing and management of both “live” and “archived” files. Understand where your files are: (in HR drive hr/1-OFFICE MGMT AND ADMINISTRATION/Records Management)
1. Priority Files
1. On your desk should always be a “To-Do” file box, which contains a folder for:
1. Internship applicants
1. Applicants potential/in progress
2. Applicants accepted/to [[http://wiki.votesmart.org/NationalInternshipCoordination#hn_Managing_Interns | make files]]
1. Staff applicants
1. Applicants potential/in progress
2. Applicants accepted/to [[http://wiki.votesmart.org/CategoryHR#hn_Immediately_Prior_to_Arrival | make files]]
1. http://wiki.votesmart.org/CategoryBookKeeping#hn_Bills | Bills to Pay]]
2. Misc Receipts (Try your best to get them filed promptly where appropriate)
3. Reimbursements
4. [[http://wiki.votesmart.org/CategoryBookKeeping#hn_Reporting_to_Our_Accountants | To Send to Accountants]]
1. On your desk should always be a file box that contains:
1. Class/Account List (in HR drive hr>FINANCIALS>Current Bookkeeping)
2. IRS Determination Letter (in HR drive hr>FINANCIALS>990 Forms and other Tax Info)
1. On/In your desk should be:
1. Payroll folders for current year
2. Applicants not hired/declined (interns and staff) for current year
1. Active Files & Contracts
1. File Cabinet 6
1. Top Drawer: paid invoices and current admin files.
2. Bottom Drawer: current partnerships/contracts. (When they become un-current, file them in Cabinet #5 where appropriate.
1. File Cabinet 7
1. Top Drawer: Current Employee Files & Applicants files
1. When they depart, file in Cabinet #4 where appropriate. Make sure they are added to master alumni list. Keep Applicant files for 1 year.
1. Bottom Drawer: Current Intern Files
1. File away annually in banker box. Dispose of intern records > 7 years old. Make sure they are added to master alumni list.
Tip: In HR drive hr>OFFICE MGMT &ADMINISTRATION>Records Management>Loft Files
1. Archived Files & Records
1. File Cabinet 1-5
1. Less used than active files, but still needed and must be updated occasionally
2. File Cabinet 4 is where you file departed employee files and where to go for reference checks
Tip: In HR drive hr>OFFICE MGMT & ADMINISTRATION>Records Management>Loft Files
1. Past intern files are in boxes, not cabinets. Keep most recent near you and file others in barn.
Tip: In HR drive hr>OFFICE MGMT & ADMINISTRATION>Records Management>Link To Archives Files (barn)> PVS Archives & Records Inventory
IMPORTANT: We operate on a fiscal year that is different from a calendar year. Our Fiscal year ends in March/begins in April of each year. Make life easy for yourself and file records according to the fiscal year.

Revision [18691]

Edited on 2016-11-21 15:33:19 by ashleyk [added link]
Additions:
- Information Requests (see [[https://docs.google.com/a/votesmart.org/document/d/1omacTeOFY6eijiN0zTzzfudRpDIBFvTDbjJbu2heh8w/edit?usp=sharing | Intern Template Responses]])
- National Intern Volunteer Application: Review them promptly. If qualified, print out their application and provided attachments and send them an interview request email (see [[https://docs.google.com/a/votesmart.org/document/d/1omacTeOFY6eijiN0zTzzfudRpDIBFvTDbjJbu2heh8w/edit?usp=sharing | Intern Template Responses]])
**Tip: You can set your email to [[http://www.howtogeek.com/school/gmail-guide/lesson4/ | automatically star]] intern applications, which will help you find them in the chaos that may be your inbox. **
**Tip: Visit: [[http://wiki.votesmart.org/NationalInternshipCoordination | National Internship Coordination]] to learn everything you need about internship recruitment, hiring and coordination.**
Deletions:
1) Information Requests (see [[https://docs.google.com/a/votesmart.org/document/d/1omacTeOFY6eijiN0zTzzfudRpDIBFvTDbjJbu2heh8w/edit?usp=sharing | Intern Template Responses]])
1) National Intern Volunteer Application: Review them promptly. If qualified, print out their application and provided attachments and send them an interview request email (see [[https://docs.google.com/a/votesmart.org/document/d/1omacTeOFY6eijiN0zTzzfudRpDIBFvTDbjJbu2heh8w/edit?usp=sharing | Intern Template Responses]])
Tip: You can set your email to [[http://www.howtogeek.com/school/gmail-guide/lesson4/ | automatically star]] intern applications, which will help you find them in the chaos that may be your inbox.
Tip: Visit: [[http://wiki.votesmart.org/NationalInternshipCoordination | National Internship Coordination]] to learn everything you need about internship recruitment, hiring and coordination.

Revision [18690]

Edited on 2016-11-21 15:32:24 by ashleyk [added link]
Additions:
**Tip: Learn how to [[http://wiki.votesmart.org/EditingtheWiki | Edit the Wiki]]**
Deletions:
Tip: Learn how to [[http://wiki.votesmart.org/EditingtheWiki | Edit the Wiki]]

Revision [18689]

Edited on 2016-11-21 15:31:52 by ashleyk [added link]
Additions:
- Login information is stored in the safe
- Anytime a password/username is updated or a new online account is created, save it in Clipperz
Deletions:
1) Login information is stored in the safe
1) Anytime a password/username is updated or a new online account is created, save it in Clipperz

Revision [18688]

Edited on 2016-11-21 15:31:15 by ashleyk [added link]
Additions:
- [[http://wiki.votesmart.org/EmergencyContacts | Emergency Contacts]]
- [[ http://wiki.votesmart.org/NationalInterns | MT Intern Contact List]]
- [[http://wiki.votesmart.org/OtherContacts | Business Contacts]]
- [[http://wiki.votesmart.org/ForeignLanguageSpeakers | Foreign Language Speakers]] (Not In Use)
Deletions:
- [[http://wiki.votesmart.org/EmergencyContacts | Emergency Contacts]]
- [[ http://wiki.votesmart.org/NationalInterns | MT Intern Contact List]]
- [[http://wiki.votesmart.org/OtherContacts | Business Contacts]]
- [[http://wiki.votesmart.org/ForeignLanguageSpeakers | Foreign Language Speakers]] (Not In Use)

Revision [18687]

Edited on 2016-11-21 15:30:10 by ashleyk [added link]
Additions:
- [[http://wiki.votesmart.org/EmergencyContacts | Emergency Contacts]]
- [[ http://wiki.votesmart.org/NationalInterns | MT Intern Contact List]]
- [[http://wiki.votesmart.org/OtherContacts | Business Contacts]]
- [[http://wiki.votesmart.org/ForeignLanguageSpeakers | Foreign Language Speakers]] (Not In Use)
Deletions:
1) [[http://wiki.votesmart.org/EmergencyContacts | Emergency Contacts]]
1) [[ http://wiki.votesmart.org/NationalInterns | MT Intern Contact List]]
1) [[http://wiki.votesmart.org/OtherContacts | Business Contacts]]
1) [[http://wiki.votesmart.org/ForeignLanguageSpeakers | Foreign Language Speakers]] (Not In Use)

Revision [18686]

Edited on 2016-11-21 15:29:20 by ashleyk [added link]
Additions:
1) Wiki.votesmart.org
1) Keep the [[http://wiki.votesmart.org/PhoneList | Phone List]] updated, as well as:
1) [[http://wiki.votesmart.org/EmergencyContacts | Emergency Contacts]]
1) [[ http://wiki.votesmart.org/NationalInterns | MT Intern Contact List]]
1) [[http://wiki.votesmart.org/OtherContacts | Business Contacts]]
1) [[http://wiki.votesmart.org/ForeignLanguageSpeakers | Foreign Language Speakers]] (Not In Use)
1) Refer to the [[http://wiki.votesmart.org/CategoryOperations | Operations Department link]] for questions you may have and update if you make changes to the operations process.
1) Keep the policies and documents current and accurate in the [[http://wiki.votesmart.org/CategoryAllStaffandInterns | All Staff and Interns]] section.
1) Mantis.votesmart.org
1) [[http://wiki.votesmart.org/CategoryHR#hn_Immediately_Prior_to_Arrival | Request a new intern/staff account]]
1) Create IT requests for network issues you may experience with django, logins, etc.
1) Skittles.votesmart.org/admin
1) [[http://wiki.votesmart.org/APIandDataRequests | Manage API subscriptions]]
1) [[http://skittles.votesmart.org/admin/about/staff | Update the staff page]]
1) [[https://clipperz.is | Clipperz]] - password and account management
1) Financial & Office Manager Clipperz
1) Login information is stored in the safe
1) Anytime a password/username is updated or a new online account is created, save it in Clipperz
1) Development and Communications manages the Social Media Clipperz
1) Personal, intern@votesmart.org
1) All intern@ emails will go directly to your personal Vote Smart email address.
1) Types of intern@ emails and how to address them:
1) Information Requests (see [[https://docs.google.com/a/votesmart.org/document/d/1omacTeOFY6eijiN0zTzzfudRpDIBFvTDbjJbu2heh8w/edit?usp=sharing | Intern Template Responses]])
1) National Intern Volunteer Application: Review them promptly. If qualified, print out their application and provided attachments and send them an interview request email (see [[https://docs.google.com/a/votesmart.org/document/d/1omacTeOFY6eijiN0zTzzfudRpDIBFvTDbjJbu2heh8w/edit?usp=sharing | Intern Template Responses]])
1) [[ http://www.howtogeek.com/school/gmail-guide/lesson3 | Categorize your emails with labels]].
1) Helpful labels (These are only suggestions! Do what works best for you):
1) Administrative Assistance
1) Alumni
1) Austin Office
1) Chores/Hotline
1) Events
1) Financial
1)Accounting
1) Purchasing
1) Office Supply Requests
1) HR
1) Staff Recruitment
1) HR Interns
1) Advisor Contacts
1) App Process
1) Applications
1) Intern Recruitment
1) University Contacts
1) University Posting
1) Insurance
1) Vehicles
1) Health
1) Lodge/Maintenance
1) Lodge Chores
1) Office Maintenance
1) Other
1) Payroll
1) Personal
1) Richard/Adelaide
1) Tech Support
1) Website
1) Each Thursday of a payroll week, you will [[http://wiki.votesmart.org/CategoryHR#hn_Payroll_and_Time_Off | receive payroll stubs]] from the National Director. Paystubs should be printed and distributed to staff and filed on the network drive: hr/3-HUMAN RESOURCES/PAYROLL
1) officemgr@votesmart.org, jobs@, purchasing@
1) Login information is in [[https://clipperz.is/ | Clipperz]]
1) Types of officemgr@ emails and how to address them:
1) [[http://wiki.votesmart.org/APIandDataRequests | API Subscription Management]]
1)[[https://docs.google.com/a/votesmart.org/document/d/1DLWIm6grmY2doqbvJ4-9trhiZ3WIIx0Eu2wqAOoEFJ8/edit?usp=sharing | How to respond to API emails]]
1)[[http://wiki.votesmart.org/CategoryHR | Hiring Staff]]
1)Staff Applications: Review them promptly. If qualified, print out their application and provided attachments and send them an interview request (see [[https://docs.google.com/a/votesmart.org/document/d/1Mr4Sj6GhraLfz6Vzu7fRT6L4v5xtGc10UljDqGE2me4/edit?usp=sharing | Staff Hiring Template Responses]]).
1) Print out any email receipts for purchases or subscription payments and [[http://wiki.votesmart.org/CategoryOffice#hn_Document_and_File_Management | file where appropriate]].
1) Wells Fargo emails
- If the account balance is below $20,000, tell the National Director and [[http://wiki.votesmart.org/CategoryBookKeeping#hn_Checking_Account_Balance_and_Transfers | follow these guidelines]].
1) Forward anything tax-related to [[http://wiki.votesmart.org/CategoryBookKeeping#hn_Reporting_to_Our_Accountants | the accountants]] (pbs@peak.org)
Deletions:
1. Wiki.votesmart.org
1. Keep the [[http://wiki.votesmart.org/PhoneList | Phone List]] updated, as well as:
1. [[http://wiki.votesmart.org/EmergencyContacts | Emergency Contacts]]
2. [[ http://wiki.votesmart.org/NationalInterns | MT Intern Contact List]]
3. [[http://wiki.votesmart.org/OtherContacts | Business Contacts]]
4. [[http://wiki.votesmart.org/ForeignLanguageSpeakers | Foreign Language Speakers]] (Not In Use)
1. Refer to the [[http://wiki.votesmart.org/CategoryOperations | Operations Department link]] for questions you may have and update if you make changes to the operations process.
1. Keep the policies and documents current and accurate in the [[http://wiki.votesmart.org/CategoryAllStaffandInterns | All Staff and Interns]] section.
1. Mantis.votesmart.org
1. [[http://wiki.votesmart.org/CategoryHR#hn_Immediately_Prior_to_Arrival | Request a new intern/staff account]]
2. Create IT requests for network issues you may experience with django, logins, etc.
1. Skittles.votesmart.org/admin
1. [[http://wiki.votesmart.org/APIandDataRequests | Manage API subscriptions]]
2. [[http://skittles.votesmart.org/admin/about/staff | Update the staff page]]
1. [[https://clipperz.is | Clipperz]] - password and account management
1. Financial & Office Manager Clipperz
1. Login information is stored in the safe
2. Anytime a password/username is updated or a new online account is created, save it in Clipperz
1. Development and Communications manages the Social Media Clipperz
1. Personal, intern@votesmart.org
1. All intern@ emails will go directly to your personal Vote Smart email address.
1. Types of intern@ emails and how to address them:
1. Information Requests (see [[https://docs.google.com/a/votesmart.org/document/d/1omacTeOFY6eijiN0zTzzfudRpDIBFvTDbjJbu2heh8w/edit?usp=sharing | Intern Template Responses]])
2. National Intern Volunteer Application: Review them promptly. If qualified, print out their application and provided attachments and send them an interview request email (see [[https://docs.google.com/a/votesmart.org/document/d/1omacTeOFY6eijiN0zTzzfudRpDIBFvTDbjJbu2heh8w/edit?usp=sharing | Intern Template Responses]])
1. [[ http://www.howtogeek.com/school/gmail-guide/lesson3 | Categorize your emails with labels]].
1. Helpful labels (These are only suggestions! Do what works best for you):
1. Administrative Assistance
2. Alumni
3. Austin Office
4. Chores/Hotline
5. Events
6. Financial
1. Accounting
2. Purchasing
1. Office Supply Requests
1. HR
1. Staff Recruitment
1. HR Interns
1. Advisor Contacts
2. App Process
3. Applications
4. Intern Recruitment
1. University Contacts
2. University Posting
1. Insurance
1. Car
2. Health
1. Lodge/Maintenance
1. Lodge Chores
2. Office Maintenance
1. Other
2. Payroll
3. Personal
4. Richard/Adelaide
5. Tech Support
6. Website
1. Each Thursday of a payroll week, you will [[http://wiki.votesmart.org/CategoryHR#hn_Payroll_and_Time_Off | receive payroll stubs]] from the National Director. Paystubs should be printed and distributed to staff and filed on the network drive: hr/3-HUMAN RESOURCES/PAYROLL
1. officemgr@votesmart.org, jobs@, purchasing@
1. Login information is in [[https://clipperz.is/ | Clipperz]]
1. Types of officemgr@ emails and how to address them:
1. [[http://wiki.votesmart.org/APIandDataRequests | API Subscription Management]]
1. [[https://docs.google.com/a/votesmart.org/document/d/1DLWIm6grmY2doqbvJ4-9trhiZ3WIIx0Eu2wqAOoEFJ8/edit?usp=sharing | How to respond to API emails]]
1. [[http://wiki.votesmart.org/CategoryHR | Hiring Staff]]
1. Staff Applications: Review them promptly. If qualified, print out their application and provided attachments and send them an interview request (see [[https://docs.google.com/a/votesmart.org/document/d/1Mr4Sj6GhraLfz6Vzu7fRT6L4v5xtGc10UljDqGE2me4/edit?usp=sharing | Staff Hiring Template Responses]]).
1. Print out any email receipts for purchases or subscription payments and [[http://wiki.votesmart.org/CategoryOffice#hn_Document_and_File_Management | file where appropriate]].
2. Wells Fargo emails
1. If the account balance is below $20,000, tell the National Director and [[http://wiki.votesmart.org/CategoryBookKeeping#hn_Checking_Account_Balance_and_Transfers | follow these guidelines]].
1. Forward anything tax-related to [[http://wiki.votesmart.org/CategoryBookKeeping#hn_Reporting_to_Our_Accountants | the accountants]] (pbs@peak.org)

Revision [18685]

Edited on 2016-11-21 12:53:49 by ashleyk [added link]
Additions:
1. Each Thursday of a payroll week, you will [[http://wiki.votesmart.org/CategoryHR#hn_Payroll_and_Time_Off | receive payroll stubs]] from the National Director. Paystubs should be printed and distributed to staff and filed on the network drive: hr/3-HUMAN RESOURCES/PAYROLL
Tip: The “ network drives” are the folders you see on your computer desktop. Learn how to manage them: [[http://wiki.votesmart.org/ManagingInformation | ManagingInformation]]
1. Login information is in [[https://clipperz.is/ | Clipperz]]
1. Types of officemgr@ emails and how to address them:
1. [[http://wiki.votesmart.org/APIandDataRequests | API Subscription Management]]
1. [[https://docs.google.com/a/votesmart.org/document/d/1DLWIm6grmY2doqbvJ4-9trhiZ3WIIx0Eu2wqAOoEFJ8/edit?usp=sharing | How to respond to API emails]]
Tip: Many people use our data, which is accessible via our Application Program Interface (API). You do not have to know everything about our data to manage subscriptions. The most important thing is to be very familiar with [[http://votesmart.org/share/api/register | our subscription prices]]. It is your job to guide people to the right level of subscription price, as many of your requests will be people asking for reduced fees or exceptions. Direct all upper level subscribers to the National Director for assessment.
1. [[http://wiki.votesmart.org/CategoryHR | Hiring Staff]]
1. Staff Applications: Review them promptly. If qualified, print out their application and provided attachments and send them an interview request (see [[https://docs.google.com/a/votesmart.org/document/d/1Mr4Sj6GhraLfz6Vzu7fRT6L4v5xtGc10UljDqGE2me4/edit?usp=sharing | Staff Hiring Template Responses]]).
1. Print out any email receipts for purchases or subscription payments and [[http://wiki.votesmart.org/CategoryOffice#hn_Document_and_File_Management | file where appropriate]].
1. If the account balance is below $20,000, tell the National Director and [[http://wiki.votesmart.org/CategoryBookKeeping#hn_Checking_Account_Balance_and_Transfers | follow these guidelines]].
1. Forward anything tax-related to [[http://wiki.votesmart.org/CategoryBookKeeping#hn_Reporting_to_Our_Accountants | the accountants]] (pbs@peak.org)
**See the [[http://wiki.votesmart.org/CategoryAdministration | Administration section]] of the wiki** & Memorize it!
**See the [[http://wiki.votesmart.org/CategoryBookKeeping | Bookkeeping section]] of the wiki** & Memorize it!
2. Applicants accepted/to [[http://wiki.votesmart.org/NationalInternshipCoordination#hn_Managing_Interns | make files]]
2. Applicants accepted/to [[http://wiki.votesmart.org/CategoryHR#hn_Immediately_Prior_to_Arrival | make files]]
1. http://wiki.votesmart.org/CategoryBookKeeping#hn_Bills | Bills to Pay]]
4. [[http://wiki.votesmart.org/CategoryBookKeeping#hn_Reporting_to_Our_Accountants | To Send to Accountants]]
Tip: The “ network drives” are the folders you see on your computer desktop. Learn how to manage them: [[http://wiki.votesmart.org/ManagingInformation | ManagingInformation]]
1. [[https://drive.google.com/drive/folders/0B2zthAeImOhAWDNLMElwcXNJakU?usp=sharing | Operations Folder]]
1. [[https://drive.google.com/drive/u/0/folders/0B2zthAeImOhAfklDal9TcW9JbjVzX1lWSl9RR3ZSRUZDeUc2VkJsUVZqd3FDV0t6VGdPRG8 | HR - National Interns]]
2. [[https://drive.google.com/drive/u/0/folders/0B7zoxT69QxEsZnQyZGNjYzliWnc | HR- Internship Recruitment]]
3. [[https://docs.google.com/spreadsheets/d/1il-swy_cPKTMNcVLgIyRhZHmyJOxPYXi7PmZ5FJx8Ng/edit | Copy of Arrivals and Departures]]
1. [[https://docs.google.com/spreadsheets/d/14KhekyjO1Y4ZJ5WvvZ1EKu4inJY61-S_YdyzbWVkNQY/edit#gid=4 | Ranch Information]]
1. [[https://docs.google.com/spreadsheets/d/1mk-BkGzBOYo0jF-KRCCqFwWl6iMWBZChN8z4opwWMSU/edit | Master Alumni List]]
1. Current Intern Recruitment ([[https://docs.google.com/spreadsheets/d/1kMwFk5m38Yxz78jmdfU6g59g0EqoeSsgN_Hxavf87fI/edit | use this format]])
1. [[https://docs.google.com/spreadsheets/d/1qg5emBXoKMM0p6EObbXugtgNlo0dMCvtJ1Q5VOYbsog/edit | Intern Time/Eval Tracking]]
1. [[https://docs.google.com/spreadsheets/d/1HQHaE3FRGiOdoijDDiTRPAw6pNp97cN-HNl-ACtq5aE/edit | Internship Postings]]
1. [[https://docs.google.com/spreadsheets/d/1EhtUicfXsupLaYuORwNBc44JASUr5vaivw-BJnPB2tI/edit | Career Centers]]
2. [[https://docs.google.com/spreadsheets/d/1L37FA5JMApc1LtxCaES39mJss8sESC52RgQtceCtR68/edit | Political Science Depts]]
3. [[https://docs.google.com/spreadsheets/d/1daNjn_UI01FxYcY6KYp_xtzCMSR4EqktrxTAURYQMQg/edit | Journalism/Comm Depts]]
4. [[https://docs.google.com/spreadsheets/d/1rL_nOpX2dOsxIpqxQ0DbADij7Y2dOFrmEjJVKPoqtIY/edit#gid=1552018240 | University Advisors]]
1. [[http://wiki.votesmart.org/CategoryBookKeeping#hn_Bills | Bills]]
4. Send to accountants [[https://docs.google.com/spreadsheets/d/1TNVoP_0MzdFDJsAekxs5TgbtP825EgnGUrjAQ7WRT9o/edit#gid=0 | if needed]]
1. Look up contact info in [[https://docs.google.com/spreadsheets/d/1mk-BkGzBOYo0jF-KRCCqFwWl6iMWBZChN8z4opwWMSU/edit | Master Alumni List]]
1. **See the [[http://wiki.votesmart.org/CategoryHR | HR section]] of the wiki**& Memorize it!
1. [[https://docs.google.com/spreadsheets/d/1HQHaE3FRGiOdoijDDiTRPAw6pNp97cN-HNl-ACtq5aE/edit | Internship Postings]] (University Job Boards)
**See the [[http://wiki.votesmart.org/CategoryOffice | Office Management section]] of the wiki** & Memorize it!
4. If DevComm asks you to order something for the postage machine, refer to [[http://wiki.votesmart.org/OfficeEquipment#hn_About_the_Postage_Scale_and_System | here]].
1. [[http://wiki.votesmart.org/PrintTonerStatus | For printers! If you need toner! Go here!]]
1. [[http://wiki.votesmart.org/PhoneManagement#hn_Voicemail_forwarding_unforwarding | Forwarding & Unforwarding, Checking Voicemails Daily]]
2. Your worst enemy: [[http://wiki.votesmart.org/PhoneManagement#hn_Programming_Phones_to_add_or_remove_phone_lines_change_the_persons_name_on_the_extension_or_otherwise_adjust_settings | Programing the Phones]]
5. Definitely know how to [[http://wiki.votesmart.org/PhoneManagement#hn_How_to_add_features_transfer_external_transfer_handsfree_etc._to_employee_phones | Reprogram A Transfer Button]]
6. You’ll need to refer to the [[http://wiki.votesmart.org/PhoneManagement#hn_Phone_Line_Inventory | Phone Line Inventory]] to know which lines to assign to people.
1. [[http://wiki.votesmart.org/CategoryOffice#hn_Office_Chores | Assign Office Chores]] (weekly)
2. [[https://docs.google.com/a/votesmart.org/spreadsheets/d/1SzR8Qob1XNRSF4eNnntGfmpdo2f_GO68BFBXgKRDJ00/edit?usp=sharing | Old Template]], if you need.
1. [[http://wiki.votesmart.org/CategoryOffice#hn_Officewide_Cleanups | Office-wide Clean-ups]] (twice a year)
1. There’s a [[http://wiki.votesmart.org/OfficewideCleanups | general guide]] on the wiki.
2. There’s a more [[https://drive.google.com/open?id=134w7qjVmniR8LxnpkWwnruW2hil-qmImFi75zzQn0uU | detailed guide]] in the Operations folder of Google Drive
2. Create [[https://docs.google.com/document/d/1djEK5j5UFmlE_CXyDXHr2o2IxHGfE7Ne9NNXMv38L-s/edit | spirit week schedule]]
3. Create [[https://docs.google.com/document/d/1_jZkgahf0ZsRB4Qy1RuTRRXS3Bb71SVntwa9c0zi27U/edit#heading=h.mtdy4m6m9xq1 | Olympics day schedule]]
Deletions:
1. Each Thursday of a payroll week, you will receive payroll stubs from the National Director. Paystubs should be printed and distributed to staff and filed on the network drive: hr/3-HUMAN RESOURCES/PAYROLL
Tip: The “ network drives” are the folders you see on your computer desktop. Learn how to manage them: http://wiki.votesmart.org/ManagingInformation
1. Login information is in Clipperz
1. Types of officemgr@ emails and how to address them[c][d][e][f][g][h][i][j]:
1. API Subscription Management
1. How to respond to API emails
Tip: Many people use our data, which is accessible via our Application Program Interface (API). You do not have to know everything about our data to manage subscriptions. The most important thing is to be very familiar with our subscription prices. It is your job to guide people to the right level of subscription price, as many of your requests will be people asking for reduced fees or exceptions. Direct all upper level subscribers to the National Director for assessment.
1. Hiring Staff
1. Staff Applications: Review them promptly. If qualified, print out their application and provided attachments and send them an interview request (see Staff Hiring Template Responses).
1. Print out any email receipts for purchases or subscription payments and file where appropriate.
1. If the account balance is below $20,000, tell the National Director and follow these guidelines.
1. Forward anything tax-related to the accountants (pbs@peak.org)
**See the Administration section of the wiki** & Memorize it!
**See the Bookeeping section of the wiki** & Memorize it!
2. Applicants accepted/to make files
2. Applicants accepted/to make files
1. Bills to Pay
4. To Send to Accountants
Tip: The “ network drives” are the folders you see on your computer desktop. Learn how to manage them: http://wiki.votesmart.org/ManagingInformation
1. Operations Folder
1. HR - National Interns
2. HR- Internship Recruitment
3. Copy of Arrivals and Departures
1. Ranch Information
1. Master Alumni List
1. Current Intern Recruitment (use this format)
1. Intern Time/Eval Tracking
1. Internship Postings
1. Career Centers
2. Political Science Depts
3. Journalism/Comm Depts
4. University Advisors
1. Bills
4. Send to accountants if needed
1. Look up contact info in Master Alumni List
1. **See the HR section of the wiki**& Memorize it!
1. Internship Postings (University Job Boards)
**See the Office Management section of the wiki** & Memorize it!
4. If DevComm asks you to order something for the postage machine, refer to here.
1. For printers! If you need toner! Go here!
1. Forwarding & Unforwarding, Checking Voicemails Daily!
2. Your worst enemy: Programing the Phones
5. Definitely know how to Reprogram A Transfer Button
6. You’ll need to refer to the Phone Line Inventory to know which lines to assign to people.
1. Assign Office Chores (weekly)
2. Old Template, if you need.
1. Office-wide Clean-ups (twice a year)
1. There’s a general guide on the wiki.
2. There’s a more detailed guide in the Operations folder of Google Drive
2. Create spirit week schedule
3. Create Olympics day schedule

Revision [18684]

Edited on 2016-11-21 12:15:13 by ashleyk [added link]
Additions:
1. [[http://wiki.votesmart.org/EmergencyContacts | Emergency Contacts]]
2. [[ http://wiki.votesmart.org/NationalInterns | MT Intern Contact List]]
3. [[http://wiki.votesmart.org/OtherContacts | Business Contacts]]
4. [[http://wiki.votesmart.org/ForeignLanguageSpeakers | Foreign Language Speakers]] (Not In Use)
1. Refer to the [[http://wiki.votesmart.org/CategoryOperations | Operations Department link]] for questions you may have and update if you make changes to the operations process.
1. Keep the policies and documents current and accurate in the [[http://wiki.votesmart.org/CategoryAllStaffandInterns | All Staff and Interns]] section.
Tip: Learn how to [[http://wiki.votesmart.org/EditingtheWiki | Edit the Wiki]]
1. [[http://wiki.votesmart.org/CategoryHR#hn_Immediately_Prior_to_Arrival | Request a new intern/staff account]]
1. [[http://wiki.votesmart.org/APIandDataRequests | Manage API subscriptions]]
2. [[http://skittles.votesmart.org/admin/about/staff | Update the staff page]]
1. [[https://clipperz.is | Clipperz]] - password and account management
1. Information Requests (see [[https://docs.google.com/a/votesmart.org/document/d/1omacTeOFY6eijiN0zTzzfudRpDIBFvTDbjJbu2heh8w/edit?usp=sharing | Intern Template Responses]])
2. National Intern Volunteer Application: Review them promptly. If qualified, print out their application and provided attachments and send them an interview request email (see [[https://docs.google.com/a/votesmart.org/document/d/1omacTeOFY6eijiN0zTzzfudRpDIBFvTDbjJbu2heh8w/edit?usp=sharing | Intern Template Responses]])
Tip: You can set your email to [[http://www.howtogeek.com/school/gmail-guide/lesson4/ | automatically star]] intern applications, which will help you find them in the chaos that may be your inbox.
Tip: Visit: [[http://wiki.votesmart.org/NationalInternshipCoordination | National Internship Coordination]] to learn everything you need about internship recruitment, hiring and coordination.
1. [[ http://www.howtogeek.com/school/gmail-guide/lesson3 | Categorize your emails with labels]].
Deletions:
1. Emergency Contacts
2. MT Intern Contact List
3. Business Contacts
4. Foreign Language Speakers
1. Refer to the Operations Department link for questions you may have and update if you make changes to the operations process.
2. Keep the policies and documents current and accurate in the All Staff and Interns section.
Tip: Learn how to Edit the Wiki: http://wiki.votesmart.org/EditingtheWiki
1. Request a new intern/staff account
1. Manage API subscriptions
2. Update the staff page[a][b]
1. Clipperz - password and account management
1. Information Requests (see Intern Template Responses)
2. National Intern Volunteer Application: Review them promptly. If qualified, print out their application and provided attachments and send them an interview request email (see Intern Template Responses)
Tip: You can set your email to automatically star intern applications, which will help you find them in the chaos that may be your inbox.
Tip: Visit: http://wiki.votesmart.org/NationalInternshipCoordination to learn everything you need about internship recruitment, hiring and coordination.
1. Categorize your emails with labels.

Revision [18683]

Edited on 2016-11-21 12:05:14 by ashleyk [added link]
Additions:
1. Keep the [[http://wiki.votesmart.org/PhoneList | Phone List]] updated, as well as:
Deletions:
1. Keep the Phone List updated, as well as:

Revision [18682]

Edited on 2016-11-21 12:04:17 by ashleyk [added link]
Additions:
Tip: You are responsible for managing two Clipperz accounts, working with the National Director to keep the HR drives and Operations section of wiki.votesmart.org, current and accurate, submitting requests (tickets) to our IT department on Mantis for new intern/staff accounts, managing API subscriptions and the staff page in [[https://www.skittles.votesmart.org/admin | Django]] .
Deletions:
Tip: You are responsible for managing two Clipperz accounts, working with the National Director to keep the HR drives and Operations section of wiki.votesmart.org, current and accurate, submitting requests (tickets) to our IT department on Mantis for new intern/staff accounts, managing API subscriptions and the staff page in [[www.skittles.votesmart.org/admin | Django]] .

Revision [18681]

Edited on 2016-11-21 12:03:46 by ashleyk [added link]
Additions:
Tip: You are responsible for managing two Clipperz accounts, working with the National Director to keep the HR drives and Operations section of wiki.votesmart.org, current and accurate, submitting requests (tickets) to our IT department on Mantis for new intern/staff accounts, managing API subscriptions and the staff page in [[www.skittles.votesmart.org/admin | Django]] .
Deletions:
Tip: You are responsible for managing two Clipperz accounts, working with the National Director to keep the HR drives and Operations section of wiki.votesmart.org, current and accurate, submitting requests (tickets) to our IT department on Mantis for new intern/staff accounts, managing API subscriptions and the staff page in [[skittles.votesmart.org/admin | Django]] .

Revision [18680]

Edited on 2016-11-21 12:03:11 by ashleyk [added link]
Additions:
Tip: You are responsible for managing two Clipperz accounts, working with the National Director to keep the HR drives and Operations section of wiki.votesmart.org, current and accurate, submitting requests (tickets) to our IT department on Mantis for new intern/staff accounts, managing API subscriptions and the staff page in [[skittles.votesmart.org/admin | Django]] .
Deletions:
Tip: You are responsible for managing two Clipperz accounts, working with the National Director to keep the HR drives and Operations section of wiki.votesmart.org, current and accurate, submitting requests (tickets) to our IT department on Mantis for new intern/staff accounts, managing API subscriptions and the staff page in [[skittles.votesmart.org/admin|Django]] .

Revision [18679]

Edited on 2016-11-21 12:02:43 by ashleyk [added link]
Additions:
Tip: You are responsible for managing two Clipperz accounts, working with the National Director to keep the HR drives and Operations section of wiki.votesmart.org, current and accurate, submitting requests (tickets) to our IT department on Mantis for new intern/staff accounts, managing API subscriptions and the staff page in [[skittles.votesmart.org/admin|Django]] .
Deletions:
Tip: You are responsible for managing two Clipperz accounts, working with the National Director to keep the HR drives and Operations section of wiki.votesmart.org, current and accurate, submitting requests (tickets) to our IT department on Mantis for new intern/staff accounts, managing API subscriptions and the staff page in Django (skittles.votesmart.org/admin).

Revision [18678]

Edited on 2016-11-21 12:01:42 by ashleyk [added link]
Additions:
======Executive Assistant - Office Manager - Internship Coordinator Position======
Last Edited Nov. 2016
Deletions:
Executive Assistant - Office Manager - Internship Coordinator Position
Ashley’s Guide

Revision [18677]

Edited on 2016-11-21 12:00:54 by ashleyk [added link]
Additions:
1. Forward anything tax-related to the accountants (pbs@peak.org)

====Intern Recruitment====
====Annual To Dos====
====Misc To Dos====
Deletions:
====Intern Recruitment
====Annual To-Do’s====
====To-Do’s====
Important Logins
Email Management
1. Forward anything tax-related to the accountants (pbs@peak.org)[k]
File Management
Staff Recruitment
Intern Recruitment
Annual To-Do’s[n]
Office Management
Post Election To-Do’s

Revision [18676]

Edited on 2016-11-21 11:58:20 by ashleyk [added link]
Additions:
====Important Logins====
====Email Management====
====File Management====
====Staff Recruitment====
====Intern Recruitment
====Annual To-Do’s====
====Office Management====
====To-Do’s====
Deletions:
Overview
1. Important Logins
2. Email Management
3. File Management
4. Staff Recruitment
5. Intern Recruitment
6. Annual To-Do’s
7. Office Management
8. To-Do’s

Revision [18675]

Edited on 2016-11-21 11:57:05 by ashleyk [added link]
Additions:
>>{{{toc}}}>>

Revision [18674]

Edited on 2016-11-21 11:33:59 by ashleyk [added link]
Additions:
**See the Administration section of the wiki** & Memorize it!
**See the Bookeeping section of the wiki** & Memorize it!
1. **See the HR section of the wiki**& Memorize it!
**See the Office Management section of the wiki** & Memorize it!
Deletions:
****See the Administration section of the wiki*** & Memorize it!
****See the Bookeeping section of the wiki*** & Memorize it!
1. ****See the HR section of the wiki*** & Memorize it!
****See the Office Management section of the wiki*** & Memorize it!

Revision [18673]

Edited on 2016-11-21 11:32:32 by ashleyk [added link]
Additions:
**See the Internship Coordination section of the wiki** & Memorize it! Internship drive internship>National Internship Program
Deletions:
****See the Internship Coordination section of the wiki*** & Memorize it! Internship drive internship>National Internship Program

Revision [18672]

Edited on 2016-11-21 11:30:58 by ashleyk [added link]
Additions:

1. Important Logins
2. Email Management
3. File Management
4. Staff Recruitment
5. Intern Recruitment
6. Annual To-Do’s
7. Office Management
8. To-Do’s
1. Wiki.votesmart.org
1. Keep the Phone List updated, as well as:
1. Emergency Contacts
2. MT Intern Contact List
3. Business Contacts
4. Foreign Language Speakers
1. Refer to the Operations Department link for questions you may have and update if you make changes to the operations process.
2. Keep the policies and documents current and accurate in the All Staff and Interns section.
1. Mantis.votesmart.org
1. Request a new intern/staff account
2. Create IT requests for network issues you may experience with django, logins, etc.
1. Skittles.votesmart.org/admin
1. Manage API subscriptions
2. Update the staff page[a][b]
1. Clipperz - password and account management
1. Financial & Office Manager Clipperz
1. Login information is stored in the safe
2. Anytime a password/username is updated or a new online account is created, save it in Clipperz
1. Development and Communications manages the Social Media Clipperz
1. Personal, intern@votesmart.org
1. All intern@ emails will go directly to your personal Vote Smart email address.
1. Types of intern@ emails and how to address them:
1. Information Requests (see Intern Template Responses)
2. National Intern Volunteer Application: Review them promptly. If qualified, print out their application and provided attachments and send them an interview request email (see Intern Template Responses)
1. Categorize your emails with labels.
1. Helpful labels (These are only suggestions! Do what works best for you):
1. Administrative Assistance
2. Alumni
3. Austin Office
4. Chores/Hotline
5. Events
6. Financial
1. Accounting
2. Purchasing
1. Office Supply Requests
1. HR
1. Staff Recruitment
1. HR Interns
1. Advisor Contacts
2. App Process
3. Applications
4. Intern Recruitment
1. University Contacts
2. University Posting
1. Insurance
1. Car
2. Health
1. Lodge/Maintenance
1. Lodge Chores
2. Office Maintenance
1. Other
2. Payroll
3. Personal
4. Richard/Adelaide
5. Tech Support
6. Website
1. Each Thursday of a payroll week, you will receive payroll stubs from the National Director. Paystubs should be printed and distributed to staff and filed on the network drive: hr/3-HUMAN RESOURCES/PAYROLL
1. officemgr@votesmart.org, jobs@, purchasing@
1. Login information is in Clipperz
1. Types of officemgr@ emails and how to address them[c][d][e][f][g][h][i][j]:
1. API Subscription Management
1. How to respond to API emails
1. Hiring Staff
1. Staff Applications: Review them promptly. If qualified, print out their application and provided attachments and send them an interview request (see Staff Hiring Template Responses).
1. Print out any email receipts for purchases or subscription payments and file where appropriate.
2. Wells Fargo emails
1. If the account balance is below $20,000, tell the National Director and follow these guidelines.
1. Forward anything tax-related to the accountants (pbs@peak.org)[k]
1. Priority Files
1. On your desk should always be a “To-Do” file box, which contains a folder for:
1. Internship applicants
1. Applicants potential/in progress
2. Applicants accepted/to make files
1. Staff applicants
1. Applicants potential/in progress
2. Applicants accepted/to make files
1. Bills to Pay
2. Misc Receipts (Try your best to get them filed promptly where appropriate)
3. Reimbursements
4. To Send to Accountants
1. On your desk should always be a file box that contains:
1. Class/Account List (in HR drive hr>FINANCIALS>Current Bookkeeping)
2. IRS Determination Letter (in HR drive hr>FINANCIALS>990 Forms and other Tax Info)
1. On/In your desk should be:
1. Payroll folders for current year
2. Applicants not hired/declined (interns and staff) for current year
1. Active Files & Contracts
1. File Cabinet 6
1. Top Drawer: paid invoices and current admin files.
2. Bottom Drawer: current partnerships/contracts. (When they become un-current, file them in Cabinet #5 where appropriate.
1. File Cabinet 7
1. Top Drawer: Current Employee Files & Applicants files
1. When they depart, file in Cabinet #4 where appropriate. Make sure they are added to master alumni list. Keep Applicant files for 1 year.
1. Bottom Drawer: Current Intern Files
1. File away annually in banker box. Dispose of intern records > 7 years old. Make sure they are added to master alumni list.
1. Archived Files & Records
1. File Cabinet 1-5
1. Less used than active files, but still needed and must be updated occasionally
2. File Cabinet 4 is where you file departed employee files and where to go for reference checks
1. Past intern files are in boxes, not cabinets. Keep most recent near you and file others in barn.
1. Google Drive
1. Must-Haves in Google Drive:
1. Operations Folder
1. HR - National Interns
2. HR- Internship Recruitment
3. Copy of Arrivals and Departures
1. Update Intern/Staff Arrival/Departure Info
2. Periodically move previous months to next sheet
1. Ranch Information
1. Update Intern/Staff Contact Info Periodically on “Contact Tab”
2. Make sure Richard has an updated contact list
3. Monitor Upcoming Runs
1. Etc.
1. Master Alumni List
1. Update anytime a staff member/intern leaves*[l]
2. Refer to when forwarding past employee/intern mail
3. Use for Alumni outreach initiatives
1. Current Intern Recruitment (use this format)
1. Share with Dept. Directors
2. Track Applicants
1. Intern Time/Eval Tracking
1. Share with Directors/Supervisors
2. Update when a new intern arrives
1. Internship Postings
1. Update as postings become expired
2. Update links as needed
1. University Contact Lists (for mailings)
1. Career Centers
2. Political Science Depts
3. Journalism/Comm Depts
4. University Advisors
1. Incoming Mail
1. Bills
1. Standard Procedure:
1. Review for correctness
2. Code [m]the expense & write Check (except Blackfoot Bills, use Chase Visa)
3. Pass on to National Director
4. Send to accountants if needed
1. Anything Tax Related
2. Anything from Montana State Fund
3. Anything totalling more than $500 (equipment purchase)
4. Any reimbursement to Walker, RK or AK.
5. American Express / Chase Visa Statements (once coded)
6. Any insurance related items (health or otherwise)
1. Statements/Other Updates
1. Determine if action is needed
2. Give to National Director for Review
3. Send to Accountants if needed
4. File where appropriate (in live files File Cabinet 6
1. Top Drawer: paid invoices and current admin files.
2. Bottom Drawer: current partnerships/contracts.)
1. Previous Employee Mail
1. Look up contact info in Master Alumni List
2. Cross out our address
3. Write “Ship To (current address)”
4. Send out for redelivery
Tip: We can only forward First Class mail (the mail type is printed in the right hand corner of a letter), not presorted, nonprofit, etc. Anything you receive that is not First Class (usually credit card offers, magazines, nonprofit letters) you can tear up and throw out. If you notice that an employee has reoccurring mail that is really annoying to receive, contact them and ask them to change their address with that service.
1. Everything Else
1. Use your judgement
2. If you are unsure, ask the National Director
1. Posting Openings
1. Indeed
2. Idealist
3. Employment Crossing
4. Nonprofit Times
5. The Nonprofit Network
6. Roll Call (For National Director Search Only)
7. LinkedIn (For National Director Search Only)
8. StackOverflow (For IT positions only)
9. WorkingNotWorking (For Web Designer Only)
10. Craigslist (For Cook/Maintanance Only)
1. Processing Applications, Interviewing, Onboarding, Management, Departures
1. ****See the HR section of the wiki*** & Memorize it!
2. In HR PVS drive hr>Human Resources
1. Posting Openings
1. Internship Postings (University Job Boards)
1. Update as postings become expired
2. Update links as needed
1. Mass Emails (Use iContact)
1. Poli Sci Department
2. Journalism/Comm
3. Career Centers
4. Advisors
1. Mailings (Physical Snail Mail)
1. Once a year, if that.
2. Templates are in the internship drive.
3. We should consider making new posters at some point.
4. GET training from DevComm on how to do a mass mailing.
1. University Contact Lists
1. Career Centers
2. Political Science Depts
3. Journalism/Comm Depts
4. University Advisors
1. Processing Applications, Interviewing, Onboarding, Management
Annual To-Do’s[n]
1. HR - Create A New Banker’s Box
1. Payroll Files
1. File Away old
2. Create New Pay Period & Check Date Sheet (refer Payroll-Related Postings in Payroll file of HR PVS drive)
3. Create Physical folders that match the pay schedule sheet
4. Create a new folder in the HR PVS drive and sub-folders that match the pay schedule sheet
1. Audit
1. Your job is to pull all the files requested by our auditors.
2. A complete record is one that has an invoice AND a payment record. Keep in mind how we pay for certain purchases. Ex: A reimbursement is done with a check (from Wells Fargo account). Pull all documentation of why we processed that reimbursement and the carbon copy of the check. Can’t find the carbon copy? Don’t panic! Log on to Wells Fargo, find the check and print.
3. Keep these files pulled, even after the audit is complete, just in case. File them in the appropriate file box as a new folder “Audit materials”[o]
1. W2’s
1. Compare contact info of employees sent by Practical Business Services with the Master Alumni List.
2. Make corrections as needed & send back to accountants. Distribute to employees immediately when you receive the W2’s.
1. File away Cabinet 6 in appropriate banker box
1. Top Drawer only: yearly paid invoices and admin files.
2. Remember, by fiscal year!
1. Intern Files
1. File away Annually in banker box
2. MAKE SURE THEY ARE ADDED TO MASTER ALUMNI LIST
3. Keep Alphabetical
4. Dispose of intern records > 7 years old
1. Supplies List[p][q]
1. Your Best friend: http://wiki.votesmart.org/OfficeEquipment
1. Login to Amazon (login info in Clipperz) and go to our past orders as a cheat sheet of what to buy and how much to buy.
2. NEVER let the office run out of coffee. Never. Buy 4-5 containers of coffee at a time. Reorder when you’re on the last two containers.
3. Periodically email the department directors and ask if they need anything.
4. If DevComm asks you to order something for the postage machine, refer to here.
1. For printers! If you need toner! Go here!
1. The Phone System
1. Forwarding & Unforwarding, Checking Voicemails Daily!
2. Your worst enemy: Programing the Phones
1. Make sure a new employee has been assigned the correct lines (if unsure ask dept. director)
2. You can find out what lines they have through your phone, or just go to their physical phone and press Feature *0 to identify a button.
3. Keep the M7208 Telephone User Guide (in your desk) close by.
4. Play around with it until you’ve got it down.
5. Definitely know how to Reprogram A Transfer Button
6. You’ll need to refer to the Phone Line Inventory to know which lines to assign to people.
1. Assign Office Chores (weekly)
1. Currently Managed by Jesus in PCT
2. Old Template, if you need.
1. Office-wide Clean-ups (twice a year)
1. There’s a general guide on the wiki.
2. There’s a more detailed guide in the Operations folder of Google Drive
1. Winter & Summer Olympics (? Depending on location)
1. Assign teams 1 week prior
2. Create spirit week schedule
3. Create Olympics day schedule
Post Election To-Do’s
1. Intern Policies & Procedures Manual
1. Finish Revisions
2. Upload to wiki to replace the old one
1. API subscription’s
1. All subscriptions paid for (not under special contract) before November 2016 should be deactivated on December 31st, 2016.
2. This not automated. The method of how to go about deactivating those keys will need to be established with the help of Mike. Alternatively, Walker/Jamie will deactivate these keys manually.
1. Deactivate Hotline 2 (call Blackfoot)
2. Office Move & Cleaning
3. Address Archive Clean-Out Project
4. Revisit Hiring
1. Robert DeVaughn (Full Stack)
2. Kyle Jones (Data Wrangler)
3. William McMullin (Remote Research)
1. Revisit Intern Policies & Procedures Edits & Intern Skills List
2. Revisit Internship Project Wiki Page
Deletions:
Annual To-Do’s
To-Do’s
Wiki.votesmart.org
Keep the Phone List updated, as well as:
Emergency Contacts
MT Intern Contact List
Business Contacts
Foreign Language Speakers
Refer to the Operations Department link for questions you may have and update if you make changes to the operations process.
Keep the policies and documents current and accurate in the All Staff and Interns section.
Mantis.votesmart.org
Request a new intern/staff account
Create IT requests for network issues you may experience with django, logins, etc.
Skittles.votesmart.org/admin
Manage API subscriptions
Update the staff page
Clipperz - password and account management
Financial & Office Manager Clipperz
Login information is stored in the safe
Anytime a password/username is updated or a new online account is created, save it in Clipperz
Development and Communications manages the Social Media Clipperz
Personal, intern@votesmart.org
All intern@ emails will go directly to your personal Vote Smart email address.
Types of intern@ emails and how to address them:
Information Requests (see Intern Template Responses)
National Intern Volunteer Application: Review them promptly. If qualified, print out their application and provided attachments and send them an interview request email (see Intern Template Responses)
Categorize your emails with labels.
Helpful labels (These are only suggestions! Do what works best for you):
Administrative Assistance
Alumni
Austin Office
Chores/Hotline
Events
Financial
Accounting
Purchasing
Office Supply Requests
HR
HR Interns
Advisor Contacts
App Process
Applications
University Contacts
University Posting
Insurance
Car
Health
Lodge/Maintenance
Lodge Chores
Office Maintenance
Other
Payroll
Personal
Richard/Adelaide
Tech Support
Website
Each Thursday of a payroll week, you will receive payroll stubs from the National Director. Paystubs should be printed and distributed to staff and filed on the network drive: hr/3-HUMAN RESOURCES/PAYROLL
officemgr@votesmart.org, jobs@, purchasing@
Login information is in Clipperz
Types of officemgr@ emails and how to address them:
API Subscription Management
How to respond to API emails
Hiring Staff
Staff Applications: Review them promptly. If qualified, print out their application and provided attachments and send them an interview request (see Staff Hiring Template Responses).
Print out any email receipts for purchases or subscription payments and file where appropriate.
Wells Fargo emails
If the account balance is below $20,000, tell the National Director and follow these guidelines.
Forward anything tax-related to the accountants (pbs@peak.org)
Priority Files
On your desk should always be a “To-Do” file box, which contains a folder for:
Internship applicants
Applicants potential/in progress
Applicants accepted/to make files
Staff applicants
Applicants potential/in progress
Applicants accepted/to make files
Bills to Pay
Misc Receipts (Try your best to get them filed promptly where appropriate)
Reimbursements
To Send to Accountants
On your desk should always be a file box that contains:
Class/Account List (in HR drive hr>FINANCIALS>Current Bookkeeping)
IRS Determination Letter (in HR drive hr>FINANCIALS>990 Forms and other Tax Info)
On/In your desk should be:
Payroll folders for current year
Applicants not hired/declined (interns and staff) for current year
Active Files & Contracts
File Cabinet 6
Top Drawer: paid invoices and current admin files.
Bottom Drawer: current partnerships/contracts. (When they become un-current, file them in Cabinet #5 where appropriate.
File Cabinet 7
Top Drawer: Current Employee Files & Applicants files
When they depart, file in Cabinet #4 where appropriate. Make sure they are added to master alumni list. Keep Applicant files for 1 year.
Bottom Drawer: Current Intern Files
File away annually in banker box. Dispose of intern records > 7 years old. Make sure they are added to master alumni list.
Archived Files & Records
File Cabinet 1-5
Less used than active files, but still needed and must be updated occasionally
File Cabinet 4 is where you file departed employee files and where to go for reference checks
Past intern files are in boxes, not cabinets. Keep most recent near you and file others in barn.
Google Drive
Must-Haves in Google Drive:
Operations Folder
HR - National Interns
HR- Internship Recruitment
Copy of Arrivals and Departures
Update Intern/Staff Arrival/Departure Info
Periodically move previous months to next sheet
Ranch Information
Update Intern/Staff Contact Info Periodically on “Contact Tab”
Make sure Richard has an updated contact list
Monitor Upcoming Runs
Etc.
Master Alumni List
Update anytime a staff member/intern leaves*
Refer to when forwarding past employee/intern mail
Use for Alumni outreach initiatives
Current Intern Recruitment (use this format)
Share with Dept. Directors
Track Applicants
Intern Time/Eval Tracking
Share with Directors/Supervisors
Update when a new intern arrives
Internship Postings
Update as postings become expired
Update links as needed
University Contact Lists (for mailings)
Career Centers
Political Science Depts
Journalism/Comm Depts
University Advisors
Incoming Mail
Bills
Standard Procedure:
Review for correctness
Code the expense & write Check (except Blackfoot Bills, use Chase Visa)
Pass on to National Director
Send to accountants if needed
Anything Tax Related
Anything from Montana State Fund
Anything totalling more than $500 (equipment purchase)
Any reimbursement to Walker, RK or AK.
American Express / Chase Visa Statements (once coded)
Any insurance related items (health or otherwise)
Statements/Other Updates
Determine if action is needed
Give to National Director for Review
Send to Accountants if needed
File where appropriate (in live files File Cabinet 6
Top Drawer: paid invoices and current admin files.
Bottom Drawer: current partnerships/contracts.)
Previous Employee Mail
Look up contact info in Master Alumni List
Cross out our address
Write “Ship To (current address)”
Send out for redelivery
Tip: We can only forward First Class mail (the mail type is printed in the right hand corner of a letter), not presorted, nonprofit, etc. Anything you receive that is not First Class (usually credit card offers, magazines, nonprofit letters) you can tear up and throw out. If you notice that an employee has reoccurring mail that is really annoying to receive, contact them and ask them to change their address with that service.
Everything Else
Use your judgement
If you are unsure, ask the National Director
Posting Openings
Indeed
Idealist
Employment Crossing
Nonprofit Times
The Nonprofit Network
Roll Call (For National Director Search Only)
LinkedIn (For National Director Search Only)
StackOverflow (For IT positions only)
WorkingNotWorking (For Web Designer Only)
Craigslist (For Cook/Maintanance Only)
Processing Applications, Interviewing, Onboarding, Management, Departures
****See the HR section of the wiki*** & Memorize it!
In HR PVS drive hr>Human Resources
Posting Openings
Internship Postings (University Job Boards)
Update as postings become expired
Update links as needed
Mass Emails (Use iContact)
Poli Sci Department
Journalism/Comm
Career Centers
Advisors
Mailings (Physical Snail Mail)
Once a year, if that.
Templates are in the internship drive.
We should consider making new posters at some point.
GET training from DevComm on how to do a mass mailing.
University Contact Lists
Career Centers
Political Science Depts
Journalism/Comm Depts
University Advisors
Processing Applications, Interviewing, Onboarding, Management
Annual To-Do’s
HR - Create A New Banker’s Box
Payroll Files
File Away old
Create New Pay Period & Check Date Sheet (refer Payroll-Related Postings in Payroll file of HR PVS drive)
Create Physical folders that match the pay schedule sheet
Create a new folder in the HR PVS drive and sub-folders that match the pay schedule sheet
Audit
Your job is to pull all the files requested by our auditors.
A complete record is one that has an invoice AND a payment record. Keep in mind how we pay for certain purchases. Ex: A reimbursement is done with a check (from Wells Fargo account). Pull all documentation of why we processed that reimbursement and the carbon copy of the check. Can’t find the carbon copy? Don’t panic! Log on to Wells Fargo, find the check and print.
Keep these files pulled, even after the audit is complete, just in case. File them in the appropriate file box as a new folder “Audit materials”
W2’s
Compare contact info of employees sent by Practical Business Services with the Master Alumni List.
Make corrections as needed & send back to accountants. Distribute to employees immediately when you receive the W2’s.
File away Cabinet 6 in appropriate banker box
Top Drawer only: yearly paid invoices and admin files.
Remember, by fiscal year!
Intern Files
File away Annually in banker box
MAKE SURE THEY ARE ADDED TO MASTER ALUMNI LIST
Keep Alphabetical
Dispose of intern records > 7 years old
Supplies List
Your Best friend: http://wiki.votesmart.org/OfficeEquipment
Login to Amazon (login info in Clipperz) and go to our past orders as a cheat sheet of what to buy and how much to buy.
NEVER let the office run out of coffee. Never. Buy 4-5 containers of coffee at a time. Reorder when you’re on the last two containers.
Periodically email the department directors and ask if they need anything.
If DevComm asks you to order something for the postage machine, refer to here.
For printers! If you need toner! Go here!
The Phone System
Forwarding & Unforwarding, Checking Voicemails Daily!
Your worst enemy: Programing the Phones
Make sure a new employee has been assigned the correct lines (if unsure ask dept. director)
You can find out what lines they have through your phone, or just go to their physical phone and press Feature *0 to identify a button.
Keep the M7208 Telephone User Guide (in your desk) close by.
Play around with it until you’ve got it down.
Definitely know how to Reprogram A Transfer Button
You’ll need to refer to the Phone Line Inventory to know which lines to assign to people.
Assign Office Chores (weekly)
Currently Managed by Jesus in PCT
Old Template, if you need.
Office-wide Clean-ups (twice a year)
There’s a general guide on the wiki.
There’s a more detailed guide in the Operations folder of Google Drive
Winter & Summer Olympics (? Depending on location)
Assign teams 1 week prior
Create spirit week schedule
Create Olympics day schedule

Revision [18667]

The oldest known version of this page was created on 2016-11-21 10:16:09 by ashleyk [added link]
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