Revision history for Operations
Additions:
See AdminOverview
Deletions:
Ashley’s Guide
Overview
Important Logins
Email Management
File Management
Staff Recruitment
Intern Recruitment
Annual To-Do’s
Office Management
To-Do’s
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, managing API subscriptions and the staff page in Django (skittles.votesmart.org/admin).
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.
Tip: Learn how to Edit the Wiki: http://wiki.votesmart.org/EditingtheWiki
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
Email Management
Personal, intern@, officemgr@
Tip: Yes, you will be managing three email accounts. Stay organized.
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)
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.
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
Staff Recruitment
HR Interns
Advisor Contacts
App Process
Applications
Intern Recruitment
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
Tip: The “ network drives” are the folders you see on your computer desktop. Learn how to manage them: http://wiki.votesmart.org/ManagingInformation
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
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.
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)
File Management
****See the Administration section of the wiki*** & Memorize it!
****See the Bookeeping section of the wiki*** & Memorize it!
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)
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)
Tip: The “ network drives” are the folders you see on your computer desktop. Learn how to manage them: http://wiki.votesmart.org/ManagingInformation
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.
Tip: In HR drive hr>OFFICE MGMT &ADMINISTRATION>Records Management>Loft Files
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
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.
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.
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
Tip: Periodically save these documents in their appropriate place in the PVS internship/hr drives.
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
Staff Recruitment
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
Processing Applications, Interviewing, Onboarding, Management, Departures
****See the HR section of the wiki*** & Memorize it!
In HR PVS drive hr>Human Resources
Intern Recruitment
Tip: Gain access to the Internship Coordination Google Calendar
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
Tip: See recruiting tImeline in internship drive: /internship/National Internship Program/Recruiting Timeline_2014_2015 Update.jpg
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
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
Annual To-Do’s
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)
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
Office Management
****See the Office Management section of the wiki*** & Memorize it!
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
