Wiki source for MTOfficeManagement
===Montana Office Management===
>>{{{toc}}}>>
==Onboarding of Office Manager==
1) Fill out First Day docs, intro to personnel files and first day procedures
1) meeting reviewing expectations, priorities, evaluations, Confidentiality policy review; general training plan
MONDAY
1) payroll
1) Walkthrough
1) Go over manuals with National Director: details and fill in content on the following areas: legal- issues folder, partnerships, project management, vote smart board, richard, adelaide, foundations, scheduling everything, scammers, monthly packet, the safes, archives, electronic records, email accounts, clipperz
1) Review priority tasks and complete anything that needs to be taken care of right away (job postings, intern postings, fire extinguishers,
1) Notify all staff of what responsibilities you are taking over and that all inquiries in those areas should be directed to you.
1) Help National Director with maintaining organization/focus
1) Prepare for upcoming intern arrivals, fix all names and lines on phones, map out seating assignments, work with Intern Coordinator to determine intern placements. Distribute this information to staff. Update phone directory on wiki, including intern extensions.
1) Train in all areas
1) familiarize yourself with the network drives, physical organization of things, and employees
1) Calendar everything described in manual and build to-do list
1) make changes needed to Policies and Procedures manual in collaboration with National Director (for example, extending probationary periods of employment, Time off during election season/summers where we are low on staff)
1) THURSDAY
TRAINING
-Read manuals, expectations, http://wiki.votesmart.org/CategoryAllStaffandInterns
-Office Tour, intro to office equipment
-4:50-Walk through office closure procedures
FRIDAY
TRAINING
8 AM- Walk through office opening procedures
network login
intro to operating system
review applications
review places (network drives, basic organization)
google drive
google calendar
other google apps
wiki
RTM
email
phone list (routing calls)
mantis
admin, django admin
DOWNTIME
-conduct office inventory of consumables and items to monitor (minus development supplies and archives); make note of anything that needs attention (document is "office inventory" located on hr-office mgmt)
-review office policies and procedures, as presented to all staff and interns: http://wiki.votesmart.org/CategoryAllStaffandInterns ; pay particular attention to:
http://wiki.votesmart.org/ManagingInformation
-review files related to Operations (HR Drive, shared google documents, operations section of the wiki,`Remember the Milk)
-submit office order to National Director for approval
intro to file management and archives, including desk
filing
make plan for ink cartridge disposal
-coordinate distribution of office supplies delivered
-walkie talkie research- we would like to purchase at least two walkie talkies for the lodge- looking for reasonable price, good with long distance, hilly areas
-filing
low priority research projects:
1) Research and immediately implement best practices for establishing “just cause” for employee termination
1) Learn how to prepare MT State Fund reports and possibly Unemployment Reports- take over from Janet
1) Research best practices and bring your own suggestions for how we may improve HR, bookkeeping, nonprofit management, executive assistance- look into web project management tools, web organizational tools, quickbooks, etc.
4:50- review office closure procedures
WEDNESDAY
wiki editing, updating the phone list- new arrivals for roster,
- file health insurance docs
office walkthrough, office order
THURSDAY
-check accuracy of paystubs, distribute paystubs (normally done every other Friday- i will send them to you when I receive them)
-prep for weekend new arrivals (review arrivals procedures in HR manual, prepare and review first day docs)
- (assuming this gets scheduled) Hotline/talking points training
----
- phone programming with Kristen, if time
weekly reports- rtm, downtime list
review of google docs, drive organization
(see emails with melanie)
HR file audit
password transfer to appropriate clipperz (work with Devcomm), in safe
work with Devcomm to develop manual for using postage scale and label printer... add these instructions to the wiki for "All Staff and Interns"
olympics
review and update required postings
to revisit: benefits administration with Associated Employers plan, COBRA Administration
staff appreciation
calendar staff benefits timeline
review staff and intern evaluations
review manuals- outstanding questions
Executive Assistance
API training and transfer
==Resources==
[[IRSLetter IRS Letter (Proof of Nonprofit Status)]]
[[OtherContacts Business Contacts]]
>>{{{toc}}}>>
==Onboarding of Office Manager==
1) Fill out First Day docs, intro to personnel files and first day procedures
1) meeting reviewing expectations, priorities, evaluations, Confidentiality policy review; general training plan
MONDAY
1) payroll
1) Walkthrough
1) Go over manuals with National Director: details and fill in content on the following areas: legal- issues folder, partnerships, project management, vote smart board, richard, adelaide, foundations, scheduling everything, scammers, monthly packet, the safes, archives, electronic records, email accounts, clipperz
1) Review priority tasks and complete anything that needs to be taken care of right away (job postings, intern postings, fire extinguishers,
1) Notify all staff of what responsibilities you are taking over and that all inquiries in those areas should be directed to you.
1) Help National Director with maintaining organization/focus
1) Prepare for upcoming intern arrivals, fix all names and lines on phones, map out seating assignments, work with Intern Coordinator to determine intern placements. Distribute this information to staff. Update phone directory on wiki, including intern extensions.
1) Train in all areas
1) familiarize yourself with the network drives, physical organization of things, and employees
1) Calendar everything described in manual and build to-do list
1) make changes needed to Policies and Procedures manual in collaboration with National Director (for example, extending probationary periods of employment, Time off during election season/summers where we are low on staff)
1) THURSDAY
TRAINING
-Read manuals, expectations, http://wiki.votesmart.org/CategoryAllStaffandInterns
-Office Tour, intro to office equipment
-4:50-Walk through office closure procedures
FRIDAY
TRAINING
8 AM- Walk through office opening procedures
network login
intro to operating system
review applications
review places (network drives, basic organization)
google drive
google calendar
other google apps
wiki
RTM
phone list (routing calls)
mantis
admin, django admin
DOWNTIME
-conduct office inventory of consumables and items to monitor (minus development supplies and archives); make note of anything that needs attention (document is "office inventory" located on hr-office mgmt)
-review office policies and procedures, as presented to all staff and interns: http://wiki.votesmart.org/CategoryAllStaffandInterns ; pay particular attention to:
http://wiki.votesmart.org/ManagingInformation
-review files related to Operations (HR Drive, shared google documents, operations section of the wiki,`Remember the Milk)
-submit office order to National Director for approval
intro to file management and archives, including desk
filing
make plan for ink cartridge disposal
-coordinate distribution of office supplies delivered
-walkie talkie research- we would like to purchase at least two walkie talkies for the lodge- looking for reasonable price, good with long distance, hilly areas
-filing
low priority research projects:
1) Research and immediately implement best practices for establishing “just cause” for employee termination
1) Learn how to prepare MT State Fund reports and possibly Unemployment Reports- take over from Janet
1) Research best practices and bring your own suggestions for how we may improve HR, bookkeeping, nonprofit management, executive assistance- look into web project management tools, web organizational tools, quickbooks, etc.
4:50- review office closure procedures
WEDNESDAY
wiki editing, updating the phone list- new arrivals for roster,
- file health insurance docs
office walkthrough, office order
THURSDAY
-check accuracy of paystubs, distribute paystubs (normally done every other Friday- i will send them to you when I receive them)
-prep for weekend new arrivals (review arrivals procedures in HR manual, prepare and review first day docs)
- (assuming this gets scheduled) Hotline/talking points training
----
- phone programming with Kristen, if time
weekly reports- rtm, downtime list
review of google docs, drive organization
(see emails with melanie)
HR file audit
password transfer to appropriate clipperz (work with Devcomm), in safe
work with Devcomm to develop manual for using postage scale and label printer... add these instructions to the wiki for "All Staff and Interns"
olympics
review and update required postings
to revisit: benefits administration with Associated Employers plan, COBRA Administration
staff appreciation
calendar staff benefits timeline
review staff and intern evaluations
review manuals- outstanding questions
Executive Assistance
API training and transfer
==Resources==
[[IRSLetter IRS Letter (Proof of Nonprofit Status)]]
[[OtherContacts Business Contacts]]
