Admin Assistant: Difference between revisions

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=2018=
=2021=
==Admin Assistant Operations Manual==
*[[Invoicing]]
*Role of Admin Assistant is to take care of various organizational activities that do not qualify as unique abilities for core OSE staff.
*[[Invitation Letters]]
*The operations manual is a list of links to protocols that span many tasks, including tasks that recur on a schedule.
*Each task has an expected duration (how much time it takes)
*Admin assistant fills out an [[Admin Assistant Time Sheet]] after every activity, as a time tracker for payment. Payments are approved weekly.


 
=2018 And Earlier=
==Tasks==
*See [[Admin 2018]]
*[[Speaking Engagement Protocol]].
*'''Tax deductible receipt form''' - to be sent to donors for a given year - [https://docs.google.com/document/d/18UuIWwQs6PLlAS-X7DOiz5ksalQT9wjK70D9BKg9Au8/edit]
*'''Internet''' - see [[OSE Internet]]. Includes connecting additional lines as needed, and following up on outages or payment issues.
*'''Electricity''' - see [[Ameren]].
 
=Organizational Log=
This is a record of organizational-level events that are documented for learning purposes on an ongoing basis. Access is granted to administrators of OSE.org. Go to [[Organizational Log]]
 
=Resource Development=
Go to [[Resource Development]].
 
=Donor Management=
See [[Donors]].
 
=Admin Tasks Log=
 
<html><iframe src="https://docs.google.com/forms/d/1QNL5hnND1QDvK8olzfZWjjmSeyRkf0apD0EC5OQzekw/viewform?embedded=true" width="760" height="500" frameborder="0" marginheight="0" marginwidth="0">Loading...</iframe></html>
 
[https://docs.google.com/a/opensourceecology.org/forms/d/1QNL5hnND1QDvK8olzfZWjjmSeyRkf0apD0EC5OQzekw/edit edit][https://docs.google.com/a/opensourceecology.org/spreadsheets/d/1IGEYyFor7Szu-_Q9N2VxLMkMtjmKTXeU60d-ixf1dmw/edit#gid=385633737 results]
 
=Corporate Calendar=
 
See [[Corporate Calendar]].
 
=Task List=
 
Typical Scope of Tasks, Resources Required to Complete Task, and Notes:
 
<html><iframe src="https://docs.google.com/forms/d/1C8FmgZgOSQFiFDf-gIb16f-L5e9DkPlSpMTrbrUEC-Q/viewform?embedded=true" width="760" height="300" frameborder="0" marginheight="0" marginwidth="0">Loading...</iframe></html>
 
[https://docs.google.com/a/opensourceecology.org/spreadsheets/d/1ai4OccYug7dtTxqSxFm9V2u-H6EeXHkhrEPVjfReV_A#gid=1844133367 Responses]
 
[https://docs.google.com/a/opensourceecology.org/forms/d/1C8FmgZgOSQFiFDf-gIb16f-L5e9DkPlSpMTrbrUEC-Q/edit edit]
 
 
 
=Utilities=
*Water
*[[Wood Chips]], [[Compost]], [[Manure]], [[Hay Bales]]
*Fuel
*Electricity
*Gas
*Internet
 
=Resources=
==OSE Address==
*206.202.3387-fax - k7.net
*Faxzero - free faxes
 
==Bank Address==
Check deposit:
 
BoFA, PO Box 105576, Atlanta, GA, 30348
 
==Missouri Tax and Withholding==
===Withholding===
*Sent in correspondence 5/29/14 -[https://docs.google.com/a/opensourceecology.org/document/d/1KJcF4F4w7pq8uyJQvuUMU0JLusUjIEO_Wdwr4z0hTOo/edit]
*Address for online payment - for Withholding - form 941 - [http://dor.mo.gov/business/payonline.php]
:*If owe nothing, can pay 0 by going online to http://www.dor.mo.gov/tax/business/withhold - where you will see [[Image:filezero.jpg|50px]] (click image to enlarge)
*PHone: 573.751.7200, #5 for withholding. Then #2 for withholding. #1 is sales tax exeption, with encoded PIN of 5186.
*ADP - filed 941 withholding for OSE until end of 2013. ADP, 844.227.5237. Former Client ID : 20828533. Ref 2-9355575348.
===Sales Tax===
OSE has been sales tax exempt since 12/1/2014. http://dor.mo.gov/online.php was used to file a 0 online sales tax, and close the sales tax account, as OSE's Tax ID was changed to its exempt number - 22098241.
 
==Internet and Phone==
 
3.12.15 - Around $90 monthly charge to OSE for on-hold of 2 Hablab and Hut lines
 
*[[OSE_Internet_and_Phone_-_CenturyLink]]
 
==Speaker Contracts==
*[[General Speaking Contract]]
*[[Sample OSE Speaking Contract]]
 
==OSE Invoice/Letterhead==
 
*[[OSE Letterhead and Invoice]]
 
==Core Function==
*1 Day per week
*$20/hr = $8k/yr
*2 hours logistics (interviews + arrivals and departures Calendar), 2 hrs operations (infrastructure, supplies, etc), 2 hrs ordering (Amazon Prime), 2 hours book keeping and accounting
 
==Communications Policy==
OSE intends to uphold the highest ideals of honor, respect, and good faith in all of its interactions. We position our work as that which is intended to provide positive, deep solutions to pressing world issues. We believe firmly in open, collaborative development. See also [[Media Policy]].
 
==Agriculture Manager==
*Maintains 3 acre garden plot, U-pick (raspberry, blueberry, strawberry, orchard, asparagus)
*Runs a perennial plant propagation nursery, focusing on edible+ plants)
*Plans agriculture work activities with students
*Maintains year-round greenhouse with basic crops
*Produces 1 acre of sunflowers (60 gallons of oil)
*Runs recreation program - movie nights, ping pong tournament, fire pit, and maintains swimming pool
 
=Payments, Compliance=
*Progressive insurance - 1994mFord pickup truck and 1999 Dodge Ram Van. $473 for truck, $504 for van per year?
**Should be able to pay online, or respond by email. Confirmed payment #121-585 on 12/2/2014, covers until June 2015
 
=Documentation of Meetings or Discussions, Conferences, and Visits=
 
Meetings, internal and external - Meetings minutes are documented on the wiki where functionally appropriate and categorized as OSE Meeting Minutes, see [http://opensourceecology.org/wiki/Category:OSE_Meeting_Minutes Category:OSE Meeting Minutes]
 
==Corporate Calendar==
 
*May 15 - [http://www.irs.gov/Charities-&-Non-Profits/Form-990-Resources-and-Tools-for-Exempt-Organizations 990] due unless OSE applied for an extension prior to this date
*August 31 - File MO Registration Report - Failure to file results in dissolution of entity.  https://www.sos.mo.gov/BusinessEntity/annualreport/reportstart.asp, Filing Fee $10.00. [[OSE Charter Number and Standing]].
 
==Timing==
*Fills out OSE taxes in February
*Publishes Annual Report in December
 
==Old Logs==
*Work Log -
*[[Travel Expense Log]]. Protocol - travel approved PRIOR to travel, reimbursed upon presentation of receipts. Cost of gas reimburse, no per diem, just direct expense for travel. Food is not covered.
*[[Material, RFQ, and Work Requisition]] - Purchases are made by ED.
 
==Templates==
*Tax Deductible contribution  -
*[https://docs.google.com/a/opensourceecology.org/document/d/1XZNJCsdzg99rVK1JIXPVHenVNJTd-EIxP_wB8PVYLmY/edit Letter Head]
*[https://docs.google.com/a/opensourceecology.org/document/d/1HYs7_7wGMVaCJSeLWS2ZInOpTJHLy_M0oNvrWASrqYY/edit OSE Template: Notes]
*[https://docs.google.com/a/opensourceecology.org/document/d/1lu9xCVucn23OEEUrQhKCCeVt0qGAaO5TMUvKdyJKYRM/edit OSE Invoice Template]
*[https://docs.google.com/a/opensourceecology.org/document/d/1yxmhdSKzMSJdpb9CS7SkLRgoRQZr178r7lOJNhmBU70/edit Contract Template]
*[https://drive.google.com/file/d/0B1Cf1fl002zpSjlZSW1oSXpkNXc/edit?usp=sharing Donation Receipts Template]
*[[Email Signature]]
 
==Sketchup Pro==
[[Sketchup Pro]] - expires 10/31/14
 
=Google Admin=
#Point your browser to admin.google.com. The URL redirects you to the Google accounts sign-in page.
#Enter your administrator (''marcin@opensourceecology.org'') account email address (including username and domain) and password.
#Click Sign in. The Admin console appears.
 
Positional Email Management ensures 1) that copies of positional emails are automatically forwarded to respective professional email accounts and 2) that original emails are stored in the positional email accounts. [https://docs.google.com/a/opensourceecology.org/document/d/1PO4RWnb9P3DEvJH2bGQwgx31qTsUf9GjW7e5klDRA1o/edit OSE Protocol: Positional Email Management]
 
=Employee Handbook=
 
[https://docs.google.com/a/opensourceecology.org/document/d/1ajV3STgn-4k4_Kn0zwo2eEbmyy7C-UxM9N1e7lK8b1Q/edit?usp=sharing Employee Handbook]
 
=Temporary Work=
*[[LaborMax]]
 
=Standard Formatting=
 
==Font and Header==
Arial, 12 pt font
 
 
OSE Category: Name
 
Owned by: Positional Role
 
POC for collaboration: positionalrole@opensourceecology.org
 
V.MM-DD-YY
 
==Internal Document Classifications==
 
All documents not classified as internal documents are assumed OPEN SOURCE or PUBLIC. Internal documents have sensitive information, such as account information and employee information. Internal documents must be labeled as '''EXECUTIVE STAFF ONLY'''', exceptions are ''''EXECUTIVE STAFF ONLY// REL TO DPV'''' or '''EXECUTIVE STAFF ONLY// REL TO SHUTTLEWORTH'''
 
=Compliance=
*Annual Report
*Board Meetings
*[[W9]]
*Form 990
 
=Banking=
*Template for [[Staff Removal from OSE Account]]
 
=Links=
*[[OSE Incorporation]], [[Incorporation]]
*
*Wikipedia Admin Assistant - [http://en.wikipedia.org/wiki/Administrative_Assistant]
*Temp agencies - [http://www.encorejobs.com Encore Jobs], [http://www.alliedstaffing.com/best-supply-chain-recruiters-and-staffing-agencies-in-north-kc-mo/ Allied Staffing], [https://www.google.com/search?q=temp+agency+kansas+city&oq=temp+agency+kansas+city&aqs=chrome..69i57j0l5.7060j0j7&sourceid=chrome&espv=210&es_sm=119&ie=UTF-8 Google Search], [http://www.yellowpages.com/saint-joseph-mo/employment-agencies St. Joseph options]

Latest revision as of 21:28, 8 June 2021

2021

2018 And Earlier

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