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Virtual Assistant for a Staffing Agency in the US (Home Based Part Time)

Remote:

Full Remote

Contract:

Part time

Experience:

Senior (5-10 years)

Work from:

California (USA), United States

Offer summary

Qualifications:

Experience with timesheet and data management, Proficiency in email communication and organization, Familiarity with SPED requirements preferred, Knowledge of recruitment processes.

Key responsabilities:

Monitor timesheets and send reminders
Prepare meeting agendas and recaps

Virtual Coworker Scaleup https://virtualcoworker.com/

201 - 500 Employees

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Job description

The following tasks outline the support a Virtual Assistant (VA) can provide to the School Staff Department. These responsibilities focus on repetitive, process-driven tasks that free up my time for strategic initiatives while maintaining operational efficiency.

Weekly Responsibilities
• Timesheet Monitoring (1 hour/week)
-Every Friday, the VA will review timesheet submissions by staff.
-Send pre-written reminder emails to individuals with missing or incomplete timesheets after 5:00 PM.

• Caseload/Data Tracking Compliance (1-2 hours/week)
-Confirm weekly updates to caseload organizers, SEIS, and service logs.
-Flag incomplete or overdue entries for my review.

• Meeting Preparation and Follow-Up (2-3 hours/week)
-Prepare agendas for staff meetings based on my input and distribute them to participants ahead of time.
-Send email recaps after meetings summarizing key points and action items, using provided notes.

• Search and Update SPED Contacts (4-5 hours/week initially, then as needed)
-Research and update contact information for SPED Directors and district leaders in Santa Clara, San Mateo, Alameda, and San Francisco counties.
-Maintain these contacts in a shared spreadsheet template for reference.

• Add/Update Contacts in Crelate (1-2 hours/week)
-Add and update contact information for SPED Directors and district leaders in Crelate with my support.

• Recruitment Assistance (1-3 hours/week)
-Use tools like LinkedIn Recruiter Lite and Indeed Premium to find potential candidates (e.g., SLPs, SLPAs, Education Specialists).
-Contact candidates and send outreach messages to gauge interest in open roles.

• District Outreach (1-2 hours/week)
-Initiate contact with uncontacted and previously contacted district SPED leaders using a provided script to introduce CSG as a Non-Public Agency (NPA).
-Document responses and follow-ups in a shared tracker.

Monthly Responsibilities
• Performance Metrics Compilation (3-4 hours/month)
-Create reports summarizing timesheet compliance, caseload completion, and recruitment activities.
-Highlight trends, areas of improvement, and key accomplishments for review.

• Event Assistance (2-3 hours/month)
-Assist with logistics for training sessions, conferences, or special events, including attendee list management, RSVPs, and preparation of materials.

Additional Responsibilities
• The VA may take on additional role duties as needed, including but not limited to:
-Mailing items to staff or clients.
-Sorting and organizing documents on Google Drive. Scheduling interviews and other administrative tasks.