Administrative Assistant

About the role

The Administrative Assistant position provides scheduling, communications, and advanced-level administrative and secretarial support by monitoring and improving workflow. The position is responsible for multiple “standalone” administrative office functions that provide critical support for headquarters operations and ensures overall coordination of daily administrative activities of the Deputy Administrator and other departmental heads as assigned.

Responsibilities

• Actively promotes Council 13’s vision for building strength and achieving growth.
• Interprets and makes sound, independent decisions in accordance with information derived from union policies, procedures, directives, priorities, issues and commitments made by Council 13.
• Streams routine administrative details for the Deputy Administrator, such as: setting up meetings, monitoring regional submissions for field operations as well as other activities, and checking documents for accuracy and conformance to policies and standards.
• Proactively handles all details of the Deputy Administrator’s and/or other senior managers’ upcoming workload.
• Oversees and maintains departmental filing systems, such as PERB filings and correspondence, sector and statewide unit files, and documents attached to special projects or campaigns.
• Uses sound judgment and knowledge of changing situations, which may be related to: adjusting and expediting travel and meeting schedules, redirecting the scope of a project; adjusting the workflow based on evolving priorities; or conveying tasks to field offices or Headquarters where appropriate.
• Provides support for virtual trainings, such as scheduling, creating meetings and invitations, confirming registrations, and sending training materials or certificates.
• Books hotel and flight reservations for select staff. Assists with larger convention, conference, or training reservations, including setting transient rates.
• Establishes and maintains effective working relationships with superiors, other employees, officials, union members, and the public.
• Maintains a daily “tickler” file and keeps managers aware of issues, deadlines or meetings.
• Contributes to, and administratively oversees, weekly and supplemental field updates to ensure accurate, actionable, and timely tracking of activity. Ensures reporting adheres to formatting and other guidelines and proactively seeks information by anticipating questions related to memo items.
• Develops and maintains an automated jurisdictional/organizational calendar with information about travel, meetings, activities of reporting field offices and staff, and other union activities.
• Directs, supervises and manages office clerical staff in their daily activities, directly observing their skills and coaching them to meet expectations.
• Conducts performance appraisals, establishes and monitors development, and establishes performance improvement plans when necessary.
• Composes and types routine correspondence, notices and other material; establishes and maintains filing systems. Responsible for all spelling, grammar, punctuation, and syntax for clarity of documents.
• Ensures sound recordkeeping practices are upheld within the office.
• Aids in processing incoming mail, especially with items of a sensitive nature; locates and attaches appropriate file to correspondence to be answered. Makes assignments to field offices for action on or response to requests for reports, materials or meetings. Prepares responses independently for or with manager’s review or approval.
• Edits, formats and prepares final reports and correspondence from computer-generated drafts.
• Interviews, screens and refers callers. Answers various inquiries and provides information on services and functions of the union and its various offices.
• Aids in assisting managers in personnel matters.
• May set up and maintain office and support functions at various conventions and AFSCME-sponsored meetings.
• Approves subordinates’ leave requests, allocates assignments to ensure adequate clerical support, and completes work evaluations.
• Safeguards office practices and procedures are documented and conform with policy.
• Collaborates with other offices to ensure adequate coverage.
• Aids in tracking, processing, and documenting leave requests.
• Acts as initial contact/reference person for the office. Reviews and answers general correspondence for the Deputy Administrator and makes necessary decisions required to ensure timely accomplishment of the Council’s objectives and projects as required.
• Reviews internal processes for ways to better achieve work objectives and makes recommendations upon request.
• Assists in property management as needed.
• Performs other duties as assigned.

Qualifications

• Seasoned proficiency in the following areas: Knowledge of labor unions and their operations.
• High level of interpersonal skills to explain and persuade on complicated processes or in providing rationales on programmatic matters.
• Advanced knowledge of modern office practices, procedures, and methods.
• Advanced skill in the use of Microsoft Word, Excel, Access, PowerPoint and database software.
• Prior proven work experience as a high-level or executive assistant or relevant work experience.
• Excellent organizational skills, with an ability to prioritize important projects.
• Demonstrated ability to work with top-level executives discreetly and handle sensitive, confidential matters with the utmost professionalism.
• Mastery of grammar, spelling, and punctuation at a level equivalent of that used in writing and for adjusting and proofing written materials.
• Ability to self-direct and effectively organize and carry out assignments with limited supervision.
• Ability to maintain complex clerical records and prepare accurate reports from such records.
• Ability to understand and quickly and accurately follow written and oral instructions.
• Ability to compose correspondence using correct grammar, syntax and business formats.
• Ability to type 65 words per minute.
• Ability to make independent determinations on the best possible resolution(s) to problems.
• Ability to communicate effectively both orally and in writing.
• Ability to effectively organize and exhibit leadership capabilities.
• Ability to develop and use a confidential filing and retrieval system.

Desired Qualifications

• Prior employment in the labor movement.
• Experience developing and maintaining administrative office processes, procedures, reports, and filing systems.
• Willingness to work long and irregular hours, including nights and weekends as needed.
• Skill in taking and transcribing notes of dictation by recording information and transferring into proper final record.