Confidential Administrative Assistant

Duties And Responsibilities

• Create and maintain various data systems for tracking and monitoring staff compliance with department and Union programs.
• Ensure staff compliance with administrative requirements such as Activity reports, attendance records, and expense reports filings.
• Prepare materials, including urgent correspondence, letters, fliers, forms, announcements, and coordinate mailing for the Regional or Department Manager.
• Process mail and phone calls for the Regional or Department Manager.
• Work on special projects as assigned by immediate supervisor.
• Maintain Regional or Department Manager’s calendar and coordinate travel arrangements.
• Create spreadsheets, update, and maintain Member Strength databases which includes entering of membership cards, entering COPE cards, activities reporting, organizing lists, stewards and leadership lists, grievance lists, and may include employer lists.
• Attend and participate at Regional meetings, assist in room prep, agenda preparation, typing and distributing minutes, and execute follow-up work from meetings.
• Conduct inventory and request office supplies consistent with approval policy.
• Assist in the implementation and coordination of other local wide events.
• Process member requests and complaints (telephone and walk-in) and refer to appropriate staff for resolution.
• Process Beck Notices to include all communications with members and legal.
• Interact courteously and tactfully with managers, co-workers, members, vendors, or associates.
• Perform other duties as required to support the department and mission of the organization.

Qualifications

• Expertise using Microsoft programs, including Word, Excel, Power Point, Access, and Outlook.
• Demonstrated ability to type 45 wpm.
• Knowledge of standard business documents and table formatting to prepare materials accurately.
• Proficiency using the Internet as a research tool.
• Experience composing grammatically correct correspondence, and editing drafts to correct grammar, spelling, and punctuation.
• Excellent organizational skills.
• Ability to communicate and relate respectfully with a diverse membership and staff.
• Commitment to providing accurate, efficient, and friendly service to staff and members.
• Able to exercise strong problem-solving skills.
• Able to multi-task and work well under pressure.
• Able to prioritize and complete workload.
• Excellent punctuality and attendance.
• Bilingual skills highly desirable.

Physical Requirements

• Sitting at a computer workstation for extended periods typing.
• Lifting up to 20 pounds.

Scope And Nature Of Supervision

Confidential Administrative Assistants may report to assigned Department managers on a day-to-day basis. Supervision and direction may change on a campaign-by-campaign or project-by-project basis.