Administrative Assistant (part time)

JOB DESCRIPTION

Summary : The position is a part-time (20-25 hours per week), non-exempt hourly position, meaning that this person can earn overtime pay. Position is not eligible for benefits but can earn leave time. Candidate must be a US citizen.

Education and Experience Requirements :

• Associate Degree in Business or similar degree (Preferred).
• 1 Year relevant experience supporting invoicing functions in a research or nonprofit environment.
• 2 Year relevant experience as a bookkeeper
• 3 Years of professional experience with demonstrated transferable skills in a research or nonprofit environment.

Software Requirements : Experience with Microsoft Office, financial database products, accounting software and applications.

Responsibilities : Support the HR Director and other staff within DVARC administration. General light bookkeeping in multiple web-based databases to support nonprofit research services. Processing bi-weekly payroll in an electronic system under the supervision of the HR Director. Support HR functions, track DVARC staff appointments, expiration dates and maintain confidential records. Provide travel support for all DVARC staff and others within the VA hospital as approved. Support the DVARC Admin staff with other administrative, clerical duties as needed such as ordering supplies, answering phones, making copies, preparing for meetings, and greeting staff in the main office.

Supervisor : DVARC Executive Director

Duties:

1. Maintain and/or ensure maintenance of client records related to invoices, bill payment and reconciliation.
2. Process monthly payables for DVARC admin. Including patient stipends via software programs.
3. Process account payable checks.
4. Assist with travel arrangements and travel reimbursement.
5. Process bi-weekly payroll through electronic PEO system.
6. Maintain personnel files. Paper copies and electronic versions.
7. Maintain and update employee profiles within the PEO system.
8. Prepare correspondence, reports, meeting materials, presentations, and other documents as needed.
9. Accept requests for purchases from DVARC staff and VA staff and get approval through appropriate channels.
10. Maintain equipment inventory for DVARC.
11. Assist with mail both incoming and outgoing.
12. Answer and respond to phone calls, emails, and general inquiries in a professional and timely manner.
13. Manage administration calendar, schedule meetings and coordinate appointments as needed.
14. Other duties as assigned.

Physical Work Requirements :

• Ability to sit, stand and use a computer for extended periods of time.
• Ability to occasionally lift or move office supplies and materials.
• Ability to pick up/drop off mail from the post office within a 2-mile radius.

Duty station and Compensation :

The office is located at the VA North Texas health care system in Dallas TX. This is not a federal job. This is a flexible part time position with flexible hours based on the organizational needs during the administrative work week; M-F 8:00 am – 4:30 pm. This is an in-person position, with no remote work option.

Compensation: $18.00 – $25.00 per hour depending on experience and education.

We are looking for someone to start immediately.

Dallas VA Research Corporation is an equal opportunity employer.