Field Administrative Assistant

Location

Indiana | United States

Job description

SEIU Local 99

Field Administrative Assistant

Based in Los Angeles, CA

We are Service Employees International Union, Local 99—Education Workers United.

We are teachers’ assistants, playground workers, special education assistants, bus drivers, gardeners, custodians, cafeteria workers, maintenance workers, early care and education workers, and others working in schools, colleges, family childcare centers, and administrative offices. We are nearly 50,000 public and private sector education workers throughout Los Angeles, Ventura, and San Bernardino Counties.

We, the working men and women believe we have a moral responsibility to the future generations to leave the world a better place for all who come after us. Therefore, we, SEIU Local 99 in both public and private sector jurisdictions, are united by the belief in the dignity and worth of workers and the services they provide. For more information please visit: https://www.seiu99.org/about/

Position Summary:
The Field Administrative Assistant will contribute to the union’s organizing strategy by providing the administrative support to Directors, Managers, Supervisors, Coordinators and staff.

TYPICAL DUTIES

• Drafts, creates, formats, proofreads, edits, and obtains final approval on documents such as letters, fliers, leaflets, release letters and other material for distribution
• Prepares documents for printing, copying, distribution and mailing
• Coordinates and prepares small and large mailings including in-house metering and sealing
• Completes HelpDesk tickets by a deadline, recording step by step status of the ticket
• Schedules, coordinates, and ensures event and meeting logistics are complete, including room reservation, room set-up, supply set-up, material preparation and/or food ordering
• Covers front desk, answers phones, sells entertainment tickets, registers members for CPR/First Aid classes, reminds members of approaching CPR class and provides final list to MRC manager when Main and satellite office Receptionists are unavailable
• Creates and maintains organized Union files and archival system in efficient, timely and, if necessary, confidential manner
• Distributes correspondence and sensitive information in a timely manner to staff mailboxes
• Confirms with Membership the correct coding for turnout and events for data entry
• Enters CPR/First Aid registrations, t-shirt distribution, route sheet updates, sign-in sheet attendees, event RSVPs and turnout interest cards into member database or other computer programs
• Scans, renames, and files for food order receipts and tickets, travel and any credit card transaction for non-house accounts, hotel, airfare, registration fees, special orders
• Scans and renames membership applications and returns to Member Services Department
• Cross checks new SEIU Local 99 Membership cards against master list and mails SEIU Local 99 membership cards to members
• Provides administrative support during meetings and throughout the local, such as printing and preparing materials, taking accurate, detailed notes, tracking post-meeting follow-up and next steps, and disseminating notes immediately following meeting
• Prepares and works with Membership to ensure that all materials are available for new member packets, coordinates with Satellite offices for packet assembly and, upon return to Main office, posts, and mails packets.
• Conducts periodic filing timely and efficiently while maintaining confidentiality
• Ensures that administrative needs of organizers are met
• Conducts research and analyzes data
• Scans, renames, and files for food order receipts and tickets, travel and any credit card transaction for non-house accounts, hotel, airfare, registration fees, special orders.
• Create reports using MS Access, MS Excel, VAN, the member database or other programs as needed
• Walks door-to-door, telephones, or lobbies voters and/or elected officials about candidates and issues consistent with Local 99’s electoral and legislative program
• Moves the agenda and programs of SEIU, including participating in rallies and other activities supported or hosted by the Local
• Submits Local 99 administrative reports such as Activity Reports, auto insurance, HelpDesk tickets, Outlook calendar scheduling, etc.
• Perform other duties as assigned.

NOTE: Some duties are performed by the FAA’s in Administration and other by the FAA in External Organizing.

DISTINGUISHING CHARACTERISTICS
Field Administrative Assistants are able to lead and organize complex projects with a large amount of logistic details. A Field Administrative Assistant II can coordinate more intricate projects, exhibit a higher level of responsibility and/or have more administrative experience than a Field Administrative Assistant I. Field Administrative Assistants can provide work direction to Clerical Assistants. The Lead does not have any supervisorial duties; however, he/she does provide direction and track the work of the other Assistants.

SUPERVISION
Supervised by Executive Assistant of the Executive Director and Special Assistant to the Executive Director. The FAAs in Administration provide administrative support to all staff and Local projects. The FAA in External Organizing provides administrative support to the Political Director, Public Affairs Manager, External Organizing Supervisor , External Organizers and Government Relations Advocate. FAAs work in the Administrative and External Organizing Departments.

JOB QUALIFICATIONS
Knowledge of:

• English grammar and punctuation rules
• Microsoft Office (Word, Outlook, Excel, and Publisher) – highly proficient
• Office equipment (fax machines, computers, copiers, etc.)
• Online meeting platforms (Zoom, etc.)

Ability to:

• Communicate well with staff and management with a professional and courteous attitude
• Model and encourage positive interpersonal relations among colleagues
• Motivate self and other co-workers while working both independently and within a team
• Recognize politically sensitive situations and refer to their respective Director or, when unavailable, other Directors
• Maintain confidentiality
• Manage and prioritize multiple tasks while working with minimal supervision
• Work in a high-pressure environment and organize time wisely to meet unpredictable deadlines
• Type a minimum of 45wpm - proficient in 10-key
• Read, write, and speak in Spanish a plus

ENTRANCE QUALIFICATIONS
Education:

• High School Diploma
• Bachelor’s degree from a college or university a plus

Equivalent Experience:

• Minimum of 2 years’ experience in a professional office environment
• Prior experience in politics and the labor movement, a plus

REQUIREMENTS (INCLUDING PHYSICAL REQUIREMENTS)

• Strong commitment to social and economic justice for all working people
• Arrive at work at and meetings on-time
• Proficient administrative skills
• Occasionally work over 8 hours and weekends
• Must be vaccinated against COVID-19.

CLASSIFICATION

• Nonexempt, Hourly, Bargaining Unit

This job description is not a complete statement of essential functions, responsibilities, or requirements. Requirements are representative of the minimum level of knowledge, skill, and abilities. Management retains the discretion to add or change typical duties of a position at any time.

SEIU Local 99 is an equal employment opportunity employer committed to recruiting and hiring without regard to race, color, age, religious creed, ancestry, reproductive health decisions, sex and gender, sexual orientation, gender identity, gender expression, national origin, disability, military or veteran status, or any other characteristic or consideration protected by federal, state, or local law.

COMPENSATION AND BENEFITS:
Salary commensurate with experience. SEIU Local 99 employees enjoy top notch benefits including fully employer-paid family health, dental and vision insurance; generous time off benefits; benefit pension plan; 401(K); and other benefits outlined in the policies of SEIU Local 99.

Salary range: $66,560.00 – $74,913.87 per CBA negotiated rates.

To Apply:
Send cover letter and résumé to: [email protected]

WHEN APPLYING: Be sure to indicate that you saw this information at .

Job tags

Salary